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Creating rota templates

Rota templates let you save commonly used rota patterns so you can quickly build future rotas without starting from scratch. Templates can be based on specific branches, positions or rota types.

Save an existing rota as a template

If you've already created a rota that you'd like to reuse, you can save it as a template.

  1. Open the Rota and go to the week you want to save

  2. Apply any position filters if needed

  3. Click the '...' button next to Publish

  4. Select Rota templates

  5. Click 'Save week'.

Choose a name for your template, then decide whether to:

  • Keep shifts assigned to employees – creates an exact copy of the rota

  • Convert shifts into fillable shifts – creates a template based on staffing requirements without assigning employees.

6. Click Create.

Create a new rota template

You can also build a brand-new template.

  1. Go to the Rota

  2. Apply any position filters if you want the template to apply only to certain roles

  3. Click the '...' button next to Publish

  4. Select Rota templates

  5. Click Manage templates

  6. Click Create a template

  7. Enter a name for the template

  8. Select the location

  9. Click Create.

You can now build the template just as you would create a normal rota.

Changes are saved automatically, so once you're finished, simply close the template and return to the rota.

Apply a rota template

Once you've created a template, you can use it to populate a rota in just a few clicks.

  1. Click the '...' button next to Publish

  2. Select Rota templates

  3. Click Import to rota

  4. Choose the template you'd like to use

  5. Review any options in the Conflict management section

  6. Click Apply template.
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Important

Any filters currently applied to the rota will affect which shifts are imported.

For example, if you have filtered the rota to show only the Store assistant position, only store assistant shifts from the template will be imported.

Make sure your filters are set correctly before applying a template.

Manage existing templates

You can edit, duplicate or delete templates at any time.

  1. Click the '...' button next to Publish

  2. Select Rota templates

  3. Click Manage templates

  4. Click the three dots next to the template you want to manage.

  5. Choose one of the following options:

    • Edit

    • Duplicate

    • Delete

Permissions

Managers can:

  • Save weeks as templates

  • Create and edit templates

  • Import templates into the rota

Supervisors can:

  • Import existing templates into the rota

They cannot create, edit or delete templates.

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