Schedule Using Templates

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If your team uses all or even some of the same people every week, create templates to schedule faster. If you have rotating teams, add each rotation to a template and then import that template to any plan.

Before creating a template, set up your teams and positions.

From the Plans tab, select templates at the bottom of the Service Type you're scheduling for.

Templates Button for a Service Type

To create your template, click Add template.

Enter the name of the template, and then press Enter to create the template.

A template looks a lot like a plan, but it doesn't have Times or Series information. Times and Series only belong to Plans not Templates.

blank template

Set up your template by adding needed positions or by scheduling people, depending on what you want to be able to import later.

Add Needed Positions

If you know how many people you need in each position, add needed positions to your template.

View Existing Needed Positions

If you don't have a set group of people who are on this team, you can leave needed positions open and fill them in as you add them to a plan.

Duplicate Template

If you're working with multiple teams and want to fill in needed positions with people, export the created needed positions to additional templates for each rotation.

Select export in the top right of your template.

Export Button

Copy the plan people into a template of your current Service Type.

Export Options

Select Accept to be taken to your copied template and rename it by selecting the title.

Add People

Select any needed position to see a list of the people you've assigned to that position.

Check a person to add them to your template then continue filling in the needed positions.

After you've added needed positions or people to your template, adjust some of their details, such as the status or Replies To person.

The status default is typically set to Unconfirmed, but you can change that status for people you know will always be confirmed, such as the scheduler. When this template is added to a plan, the status will be carried over as well.

The Replies To person is set for a team, but if your team needs the replies to go to someone else, set that person on each individual within the template. When this template is added to the plan, the Replies To person for each scheduled person will be carried over.

Finished Template

You could also leave some positions as needed. Some positions may have a consistent rotation, but other positions may need to be more flexible. You can reflect those positions in the template.

Import Templates

Now that everything is set up, you're ready to schedule. Templates can be imported when creating a new plan or in an already created plan.

Create a New Plan with Template

When you create a new plan, choose which template to use for each date you're adding.

Creating a New Plan

Import Template from an Existing Plan

From a plan, select import at the top right and select the template you'd like to import. When you check Plan People, all the people and their settings, including status and any Replies To Person changes, will be added to your plan.

Importing a template adds to anything already in the plan. You won't lose anything you've already added to the plan.

If you import a template into a plan and then later change the template, plans with this template will not be updated.

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