The Template Generator in HotSchedules allows you to build templates of shifts to apply to your schedules in the future. Applying a template allows you to skip the process of manually creating every single shift in your schedule each week. All of the shifts that you created in your template will be placed in the schedule as house shifts. Then, you will be able to assign the shifts out to your employees and post your schedule!
Creating a template does not involve assigning shifts to specific employees. You will do this later in the scheduler when you have applied your template. By creating a template you are simply stating, "I know I need X number of employees, working during a specific time frame, on these days of the week." At this point it's not relevant who will receive those shifts. You are simply establishing which shifts you will need covered.
This article will describe how to create a brand new template from scratch. If you have questions about editing an existing template, please see this article. You can also check out this article if you would like to create a new template based on an existing one.
Follow these steps to create a new template:
- Log into your HotSchedules account and navigate to the Schedules tab.
- Select Method 2 - Template Generator and the Next button (You do not need to choose a date range to access the template generator).
- This will take you to the Template Creator page, where you will see all of the different ways you can create and edit a template.
- Locate the Create a template section.
- Use the drop down menu here to select the schedule your new template will be used for.
- Note: This step is very important. Once a template is created, you cannot change the schedule that template is attached to.
- Enter a name for your new template. You also have the option to enter a description (perhaps a note regarding when this template should be used).
- Select the Create button.
You will be redirected to the Template Generator page. From here, you will be able to create the shifts that will make up your template. These shifts will be added to your schedule as house shifts if this template is applied.
There is no save button. Changes you make while working on a template are automatically saved. You will be able to come back to this page to make additional changes to the template in the future.
- Begin building the shifts by selecting the Create Row button.
- A popup window will ask you to choose which day part this row of shifts will be assigned to (usually AM or PM). Select the appropriate one and then the Create button.
- A new row of shifts will be added to your template for you to edit.
- Each new row that you add will have columns called Job and <strong">Location. You can use the drop down menus here to select the job code and location for the shifts in this row.
- There will also be a column for each day of the week. You will specify the in and out time of the shift created for that day. To edit these times, simply select that cell, and the Timepicker box will display.
- On the Timepicker box, the fields highlighted in blue are your current selections. You will be able to select the hour and minute for both the in and out time of the shift.
- Additionally you can apply this in/out time combination to the other days of the week on this row by selecting Entire Week or specific days in the Apply to section.
- If there is a specific day of the week that you do not want to create a shift for with this row, you can select the Not Scheduled button for it.
- Select the OK button on this window to save your settings, and the shifts in the template row will change accordingly.
- For example, assume that you have a server scheduled as the closer for your lunch shift every day of the week, and this shift always has the same in and out time. You would create a row the appropriate job, location, and select the same in and out times for each day of the week.
- The Template Generator also has a feature that will allow you to copy or delete an entire row of shifts.
- Simply select the gear icon the the left of the row in question to see these options.
- Select Delete Row to remove it from the template.
- Select Copy Row to create a new row of shifts identical to this one.
When you have completed your template, you have a few options to review the information in the top right corner of the template. You can select Print if you would like to have a paper copy of these shifts. You can also select View Stats to view a chart with the projected labor costs.