Scheduling Using Templates
If your team uses all or even some of the same people every week, create templates to schedule faster. If you have rotating teams, you can add each rotation to a template and then import that template to any plan.
For example, if Band A serves on the first and third weeks of the month, and Band B serves on the second and fourth weeks, you can create two templates and import them to plans as needed.
Set Up Teams and Positions
First, you need to create your Teams and Positions then make sure you've assigned your people to the right positions within your team.
From the Plans tab, click templates at the bottom of your Service Type.
To create your template, click create a new template or click the pencil to change an existing template.
This is what your final list of templates might look like. Different teams can have their own templates and each team leader can import the correct template based on each plan even after the plan is already created.
Name Your Template
Click the name to edit it. Hit enter to save.
Add Needed Positions
Once you've set up needed positions, you can click them to see a list of the people assigned to each position.
Before we do that, though, let's get a head start on Team B, since they probably have the same needed positions. Before you add specific people, let's export what we have so far to any additional templates for each rotation.
Click the export button at the top right of your template.
Choose the information you'd like to copy into your new template.
Once you've renamed your second template, you're ready to add people to it.
Click on any needed position to see a list of the people you've assigned to that position.
Click on a person to add them to your template then continue filling the needed positions.
Adjust Scheduling Details
After you've added people to your template, you might want to adjust some of their details.
For example, most teams set the status default to Unconfirmed, but you can change that status for people you know will always be confirmed, such as the scheduler. So, when this template is added to the plan, the status will be carried over as well.
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 still reflect those positions in the template
Now that everything is set up, you're ready to schedule. Templates can be imported two ways:
When you create a new plan, you can choose which template to use.
If you have multiple teams scheduled to one plan, each team leader can import a template for their teams at any time.
Click import at the top right of any plan and choose the template you'd like to import. All the people and all 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.