There are multiple methods available to you for creating schedules. In this article, we'll focus on the benefits of using the 'Template' or 'Copy' methods, which can save you up to 90 minutes per schedule over creating schedules from scratch.
Templates: These are ready-made blueprints for your schedules. By selecting a template, you can quickly populate your schedule with predefined settings, saving time and ensuring consistency.
Copy Method: This allows you to duplicate schedules from previous weeks, sparing you the effort of starting from scratch. It is a practical way to replicate existing schedules and make necessary adjustments.
By leveraging Templates or the Copy method, you can significantly reduce the time spent on schedule creation, freeing up valuable resources for other tasks!
The Benefits of Templates
You're the expert when it comes to your business needs, right? Say goodbye to the hassle of creating the same shifts week after week! Thanks to Schedule Templates, you can easily apply a specific set of shifts to one or multiple schedules all at once!
There are two types of templates:
Unassigned Templates: When these templates are applied, all of the shifts from the template are created as house shifts in that schedule.
Assigned Templates: Assigned refers to the shifts being pre-assigned to the employees. When this template is applied, the shifts are always assigned to the same employees. If those employees are unavailable, the shifts become house shifts.
- To get started, on the Scheduling page, select Menu in the upper right-hand corner and then select Templates
- Please then follow the guidance in one of the following articles, depending on whether you're creating a new template or making changes to an existing one
Helpful Tip! Write your perfect schedule that matches the week's forecast. Then save that as a template with unassigned shifts to be used again!
Save Time with Auto Schedule
In the Scheduler, this helpful tool assigns shifts to employees automatically!
Auto Schedule ensures fair distribution of shifts, considering team members' availability, time-off requests, and scheduling constraints like max hours per week or max days per week.
Spend less time adjusting schedules and more time on productive tasks!
Before using Auto Schedule, make sure there are shifts available for it to assign, and always be sure to forecast your week's schedule first.
- For guidance on using this tool, please see HS Scheduling: Auto Scheduling
Helpful Tip! Do you have a few employees that tend to work fixed schedules every week?
- Manually assign those shifts before auto scheduling, then in the Auto Schedule options, uncheck Auto schedule currently scheduled shifts
- This will ensure those manually placed shifts remain assigned to those team members while quickly and efficiently assigning the leftover house shifts to the rest of the team
Copying Previous Schedules
With this feature, managers can efficiently copy schedules from one week to another, streamlining the scheduling process. This allows for quick schedule creation while still retaining the flexibility to make necessary adjustments for each week.
It's recommended that you use this feature immediately after posting the initial week's schedule to ensure the copied week accurately reflects the original schedule, avoiding any discrepancies due to subsequent shift changes.
Keep in mind that, when copying schedules, there is a chance of duplicating issues from previous weeks. To minimize this risk, it's best practice to rely on templates whenever possible.
How to Copy Schedules
- On the Scheduling page, open the Menu, and select Copy Schedule
- In the Copy Schedule modal, select:
- Source Week: The week you wish to copy from
- Target Week: The week you wish to copy to
- Schedules: Select the box(es) to the left of any schedules that you want to copy
- For further guidance on copying schedules, please see HS Scheduling: Copying Schedules
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