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Schedules: Templates

Schedule Templates are best when used for applying a predetermined schedule to many employees quickly. A template can be setup once, then given to every employee working that same schedule, instead of having to enter the schedule for the employees individually.

Schedule templates are maintained from Time and Attendance > Time Scheduling > Scheduling Defaults > Templates.

Creating a schedule template is straight-forward:

  • the number of days and the starting day of the schedule is selected, then

  • shifts are added as required to each day on the schedule, and finally

  • the system access controls for the schedule are setup (if required).

In the remainder of this guide, creating a simple weekly schedule then assigning the schedule to an employee from the schedule template directly, will be covered in detail.

Schedule example

The following schedule will be used for an example in the guide:

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Figure 1. Monday to Thursday, 9:00am to 5:00pm; with a split-shift on Friday.

Creating a simple schedule template

  1. Open Time and Attendance > Time Scheduling > Scheduling Defaults > Templates.

  2. Add a new Schedule Template by pressing Insert. (The Schedule Template will open in a new window.)

  3. Enter the Template name and a Description of the template.

Template

The Template code that is used to identify this Schedule Template. May contain up to 9 characters — numbers, letters, spaces, and symbols.

Description

The description of the template should help identify how the schedule will be used. May contain up to 30 characters — numbers, letters, spaces, and symbols.

Template Data

From the Template Data tab, the number of days in the schedule, and the starting date, and any comments about the schedule can be entered.

  1. Enter the number of days the schedule will cover.

  2. Select the starting date for the schedule.

Number of days

If the schedule should always start on the same day of the week, then the number of days in the schedule should be a multiple of 7, even when the days worked are less (Monday through Friday for example).

Starting date

The starting date controls when the schedule can first be scheduled, as well as what day of the week the schedule will start on.

To aid in seeing how a schedule will roll-forwards the Current Rotation and Next Rotation fields can be reviewed after setting up the scheduled days.

Current Rotation

The Current Rotation displays what day the schedule will start on for the current days scheduled.

Next Rotation

The Next Rotation display what day the schedule will start on for the following days scheduled.

Example Schedule Data setup
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1The Template name is W4-1S.
2The Description is used to indicate what kind of schedule this is.
3The number of days are set to 7 because this will be a weekly schedule.
4The starting date of the schedule was chosen so that the schedule would begin on a Monday.

Template Days

From the Template Days tab, shifts can be added to days of the schedule as required, and the template can be assigned to employees.

Schedule Calendar:

If you don’t see a calendar on the Template Days tab, save the template by pressing Apply and it should show up.

Scheduling Shifts

Shifts can be added and removed from each day of the schedule calendar.

  1. Double-click on the day to see what shifts are currently assigned to the day (if any).

  2. Add a new shift by pressing Insert. (The shift setup will open in a new window.)

    1. Select the Pay Code for the shift.

    2. Select the Shift to be scheduled.

Copying shifts

Shifts can be copied from one day to another using copy and paste:

  1. Select the day to copy shifts from and press Ctrl+C.

  2. Select the day(s) to copy shifts to and press Ctrl+V.

(Copy and paste can also be selected by right-clicking on a day.)

Notes:
  • Shift Codes are optional, but using a Shift Code will populate the scheduled time (From and To fields) automatically.

  • Additional fields can be entered on the scheduled shift if required:

    Shift Code

    If the shift should pay any premiums, or have paid or unpaid breaks, select an appropriate Shift Code.

    Location

    If the shift should be tracked with a Location, select the Location Code.

    Position

    If the shift will be worked under a specific position, select the Position Code for that position.

Example Schedule Days setup
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1The scheduled shift times are displayed for each day.
2When more than one shift occurs on the same day, more than one time will appear on that day.
3The weekend does not have any schedule shift times, but is part of the schedule because this is a weekly schedule.

Results box

On the Template Days tab, the Results box will show the result of various actions on the schedule — when copying shifts between days, any skipped days will be displayed, for example.

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1The Results box will update after an action if performed (pasting, deleting, etc…).
2The action name will be displayed here.
3Any issues during that action will be listed. (Clicking on the underlined day will select the corresponding day on the schedule.)

Assigning the schedule to an employee

Schedules can be assigned to an employee either from the Employee Profile of the employee, or alternatively directly from the schedule template itself.

To assign the schedule from the schedule template:

  1. Press Assign Employee to view the employees available for assignment.

  2. Select the employee(s) to assign the schedule to.

  3. Assign the schedule by pressing OK.

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Available employees

If an employee is not listed, ensure that the currently logged-in Avanti User has role assignments for the missing employee.

Next steps

Once the shift template has been created and assigned to an employee, the employee will still need to be scheduled using the Schedule Template.

J
Jack is the author of this solution article.

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