Roster Templates

Roster templates are a great time-saving tool, designed to make rostering faster and easier! 

Some common template designs you could use in your platform include:

  • Creating all shifts for the week without employees - When employees change but not the shifts
  • Creating all shifts for the week with employees - Useful when very little changes in the roster
  • A mix of the above two methods - E.g. full-time employees with their shifts templated with casual shifts left empty

Some common use cases for Roster Templates include:

  • 2 and 3-week Rotating rosters
  • Using a roster template to build out rosters 8-12 weeks in advance
  • Event rosters
  • Rosters for busier weeks or quiet weeks
  • Weeks that contain public holidays

In this article, we will cover:

  • Creating and saving Roster Templates to create a library of templates to choose from
  • Loading a Roster Template onto a blank roster
  • Making changes to your templates including editing and deleting
  • and Frequently Asked Questions for Roster Templates

  Please note: The permission 'Manage Roster Templates' is required to create and apply templates.

  Watch our mini video below on Roster Templates below to understand how this feature works.

Create a Roster Template

Roster templates are a great time-saving tool, designed to make rostering easier! Before creating your roster template, please consider the below.

  • The following elements are included in the roster template:
    • Employees
    • Positions
    • Shifts
    • Shift allowances
    • Shift comments
    • Shift requirements (qualifications or tags)
    • Day notes
  • Think about how you'd like your template to function. The primary options for this would be:
    • Create all the shifts with no employees. This would allow you to fill or offer the shifts out as required depending on availability.
    • Create all the shifts with employees prefilled. With a full-time workforce or standard hours, this option would be very beneficial.
    • A mix of the above two options. Full-time employees, working standard shifts every week could be prefilled while your casual positions could be left empty.

Create a roster template

Navigate to Work > Rosters > and open the roster you want to template.

  Please note: A template can only be created for a single roster. If you work with multiple rosters, you should create multiple templates to accommodate this.

To save a roster template:

  1. Decide whether you want to use an existing roster or create a new one for the purpose of your template. 
    • If using an existing roster, navigate to the week you'd like to use
    • If creating a new roster, with included elements in mind, build out your roster

        Tip: If you would like to edit an existing roster (e.g. removing employees from some shifts, adjusting a few times, etc.) you can copy that roster to the current week and then edit as required.
  2. Once you feel you are confident that the template is ready, click Tools Save as template.

    Save roster template.png
  3. Name your roster. If you're viewing multiple rosters, select the roster you'd like to template. Please note, that you can only select one roster at a time.

     Tip: Think about a naming convention for your templates. When you have multiple templates available for a roster, you want to be able to select the correct one at a glance. 

    Name roster template.png
  4. Next to the roster name will be a high-level summary of what is being templated. You'll see the number of shifts, number of days and number of hours.
  5. Select 'Save 1 Template' to save your roster template. 

    Save template.png

  Tip: If your employees work a pattern over two weeks (e.g. 6 days week in 1, 4 days in week 2), create two templates to cater for this. Name the templates for each week and then apply them one after the other.

Load a Roster Template

Once you have created a template, these can be quickly and easily applied to a roster. 

  Please note: Roster Templates may only be applied to blank rosters. If any shifts exist on the roster, a template may not be applied to that week without the shifts first being removed. 

To apply a roster template to your blank roster: 

  1. Navigate to Work > Rosters > and open the roster you want to create.
  2. Click Tools > Load Template.

    Load roster template.png

  3. If viewing multiple rosters, select the roster you'd like to apply the template to. Then choose the pay period you want the template to apply from and how many weeks the template will apply to.
    • For example, the roster template will begin from the 19/02/24 and will be applied for a duration of 4 weeks. 

      Choose roster, from & for options.png

  4. Select the relevant roster template that you want to apply from your created templates available for that roster.

    Choose template to load.png

  5. Choose which shift details you would like to load with your template onto the roster.
    • For example, if you would like to only load shifts, positions, shift comments and allowances, select the appropriate options.

      Choose shift details to load.png
  6. Once you have selected the appropriate options, select 'Load Template'. The template will load with all shifts in an unpublished state. Make any changes to the roster if required and then publish or offer shifts as per your normal process.

    Load template.png

  Please note: If an employee is declined or archived and is saved in a template, the templated shifts will apply to the roster in an errored state. This provides the opportunity to assign them to another employee or remove the shifts completely.

Archived employee shifts.png

Make Changes to a Roster Template

There may be times when you would like to see an overview of all of the roster templates you have. This might be due to you needing to rename some of your templates or removing the ones that are no longer needed.

To get an overview of all your templates for all operations in the system:

  1. Navigate to Work > Rosters > Click into any operation to open all the rosters within
  2. Click into Filter > select 'select all rosters' > then click Apply.
  3. Select Tools Load Templates and from the Rosters drop-down, select 'All Rosters In View'.

  See the video below on how to view all of your roster templates.

Roster templates demo.gif

When selecting a template, underneath the template summary, there is a record of which admin created the template and when.

Created by timestamp.png

Rename a Template

You may find that as the number of templates you create grows, the naming convention for them needs to be updated to make things easier.

To rename a roster template:

  1. Navigate to Tools > Load Template.
  2. Locate and select the template and click the pencil icon next to the template name.

    Edit roster template name.png

Delete a Template

Over time you may find that there are some roster templates in your list that you no longer need, so you might like to delete them. 

To delete a roster template:

  1. Navigate to Tools > Load Template.
  2. Locate and select the template you'd like to delete and you'll find the option to do so underneath the template summary.

    Delete roster template.png

Edit a Template

At this stage, there is no edit function for a template. Instead the method you should use is as follows.

  1. Navigate to the next blank week in the roster you want to set up.
  2. Select Tools > Load Template > Select the appropriate template.
  3. On the roster, make all the required changes (think about all the included elements of the roster as listed above).
  4. When happy, select Tools > Save as template then name the template.
  5. Lastly, select Tools > Load Template > locate the old template and delete it.
FAQs on roster templates

Frequently Asked Questions.

How do I create a template for a fortnightly rotating roster?

In addition to the template creation steps above, you would create the roster for your whole roster cycle. If your rosters rotate fortnightly, you should create 2 weeks of rosters and then save each week as a template.

The naming convention of your rosters will be important, so make sure that it makes sense to you.

Each template should be named the same but have something to specify the number of weeks. The following are two types of naming conventions that you may find useful.

  • Example 1
    • Kitchen Staff - Week 1
    • Kitchen Staff - Week 2

  • Example 2
    • Kitchen Staff 1/2
    • Kitchen Staff 2/2

The above advice applies to most standard rotating roster schedules. 

Can I create a template from several rosters?

While you can work on multiple rosters at a time, when you save a template, you will select a single roster to save as a template. If your template is across multiple rosters, you should save all the rosters as individual templates.

Can a single template be applied to any roster?

At this stage, no. When you create a template, it is created from and saved against a specific roster. The template may only be used on the roster that it was created with. If you would like to use a template with multiple rosters, you should create a template for each.

Can I apply more than one template to a roster?

No. A template may only be applied to a blank roster, so once the first template was applied, no more would be added.

In this instance, the best way forward would be to utilise the template which will save you the most amount of time. Alternatively, you could look to use the roster import if you did not want to manually create all the shifts for that week. 

I selected the wrong template. How do I fix this and apply the correct template?

There are two options in this case. 

The first option would be to delete all the shifts, employees, day and roster notes from the roster. You can use the bulk delete shifts option to delete shifts for an entire roster and apply the correct template. 

The second option would be to adjust the shift details to suit. 

Whichever method is the least amount of work will be most suitable.