Save and use a rota template
Keep a week that worked as a named template on the web, then put all or part of it onto any other week.
On this page
A template is a whole week of shifts kept under a name: a normal week, a bank-holiday week, a quiet January week. It belongs to one location and holds the actual people and times. This is on the web only.
On the web: save a week as a template
Go to Rota & team, then Rota
- Go to the week you want to keep. It needs at least one shift.
- Press Save as template. The box shows the week as it will be kept: its dates, a bar for each day, and what it adds up to.
- Type a Name, or press one of the suggestions under the box. Add What it’s for if a line of explanation would help later.
- If the week has sales targets, Keep sales targets is switched on. Switch it off to save the shifts alone.
- Press Save template. It says Saved with the name and the number of shifts.
To replace a template with this week instead of making another, choose Update one at the top of the box, pick the template, and press the button, which reads Update and its name. Two templates at one location cannot share a name: typing one that exists shows Already a template and Update it.
On the web: put a template on a week
- On the rota, go to the week you want to fill and press Copy or fill week.
- Pick the Use a template card, then the template. With only one template it is picked for you.
- The template’s shifts are listed day by day as they would land on this week, each with a tick. Untick the ones this week does not need. All and None tick or clear the lot, and the box beside a day does that day.
- A shift that cannot go on is greyed and says why: Already working, Time off or Left the team.
- If the template has sales targets, leave Set sales targets on to bring them too.
- Press the button at the foot, which reads Add 24 shifts with your own number. It says Added 24 shifts from and the template’s name.
The week’s header then shows the template’s name as a small tag. Click it to open the template. Undo on the rota steps back through the shifts the template added.
On the web: look after your templates
Go to Rota & team, then Rota templates
- Use one from the list. Press Use on its row, choose the Week, and press the button to add its shifts.
- Change one. Click its row. The Week tab has its shifts, with Add shift; Sales targets has the sales it was staffed for. Use on a week is there too.
- Start an empty one. Press New template.
- Copy one. Press Duplicate on its row. It says Template copied.
- Delete one. Press Delete on its row and confirm. It says Template deleted.
What happens next
Shifts from a template are ordinary shifts. On a week that has not been published they are a draft that nobody sees until you publish: Publish the rota. Putting a template onto a week that is already published takes the “Change a published rota and shifts that have started” permission.
If it doesn’t work
- There is no Save as template button
- You do not have the “Save and edit rota templates” permission. You can still use templates that others have saved.
- Save as template is greyed out
- The week has no shifts yet.
- “No templates yet”
- Nothing has been saved at this location. Templates are kept per location, so one saved at another location does not show here. Press Save this week as one, or build a week first.
- “No shifts were added”
- Every shift you ticked was left out because its person is already working, on approved time off, or no longer on the team.
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