Set Up Schedule Templates

Schedule templates provide the capability to create patterns of shifts that you can reuse to fill the schedule for many pay cycles. Templates may be set up with positions, employees, or a mix of both. The template includes information that is based on the unit selected. In addition, the Unit Information FactBox displays important totals for the template.

View schedule templates

You can view a list of all schedule templates on the Schedule Templates page and view the details for a specific schedule template on the Schedule Template Card page.

To view a schedule template

1. Choose , enter schedule templates, and then choose the related link.

   The Schedule Templates page opens.

2. Select the schedule template that you want to view, and then on the action bar, choose Manage > View.

   The Schedule Template Card page opens.

Create schedule templates

You can create schedule templates to apply to a specific unit, which simplifies the schedule creation.

To create a schedule template

1. Choose , enter schedule templates, and then choose the related link.

   The Schedule Templates page opens.

2. On the action bar, choose New.

   The Schedule Template Card page opens.

3. In Area Code, specify a value.

4. In Unit Code, specify a value.

5. In Template Code, specify a code to represent this schedule template.

   The value must be unique to distinguish this schedule template from other schedule templates.

6. In Description, specify a description for this schedule template.

7. In No. of Weeks, specify the duration of the template as a number of weeks.

8. In Type, specify Weekday or Rotation.

   Weekday uses a Sunday to Saturday work day pattern. Rotation provides extra options to build more complicated patterns.

   After you complete all required fields, Sparkrock 365 automatically populates lines in the Shifts part with one row for each day in the cycle.

Activities

A single activity that spans the duration of the shift is created by default. If required, this activity can be broken up into discrete activities. The total of the individual activity durations must match the duration of the shift.

Edit schedule template shifts

The Shifts part of the Schedule Template Card page provides the capability to edit entries that make up the schedule template.

To edit a schedule template shift

1. Choose , enter schedule templates, and then choose the related link.

   The Schedule Templates page opens.

2. Select the schedule template for which you want to edit template shifts, and then on the action bar, choose Manage > View.

   The Schedule Template Card page opens.

3. On the Shifts part, select the shift that you want to edit, and then on the action bar, choose Manage > Edit.

   The Shift Card Template page opens.

4. Edit the shift as required.

To fill a shift

1. Choose , enter schedule templates, and then choose the related link.

   The Schedule Templates page opens.

2. Select the schedule template for which you want to fill a shift, and then on the action bar, choose Manage > View.

   The Schedule Template Card opens.

3. On the Shifts part, select the shift that you want to edit, and then on the action bar, choose Manage > Edit.

   The Shift Card Template page opens.

4. In No., specify the position code.

5. Perform one of the following steps:

   • To select an employee, on the action bar, choose Shift > Fill Shift by Priority.

   • To replace an employee, on the action bar, choose Shift > Replace by Priority.

   The Employee Selector page opens and the employees that are associated with the unit by default appear.

6. To filter the list of employees, specify values in the Employees to View and Qualifications fields.

7. Select the employee that you want to fill the shift, and then choose OK.

Remove an employee from a shift and make the shift vacant

If required, you can remove an employee from a shift and make the shift vacant. For example, you may want to make a shift vacant to open the shift to casual workers.

To remove an employee from a shift and make the shift vacant

1. Choose , enter schedule templates, and then choose the related link.

   The Schedule Templates page opens.

2. Select the schedule template for which you want to make a shift vacant, and then on the action bar, choose Manage > View.

   The Schedule Template Card page opens.

3. On the Shifts part, select the shift that you want to make vacant, and then on the action bar, choose Manage > Edit.

   The Shift Card Template page opens.

4. On the action bar, choose Shift > Make Vacant.

Copy a shift

You can copy a shift to other days within a chosen week. This functionality provides the capability to repeat a shift entry across multiple days of the schedule template.

To copy a shift

1. Choose , enter schedule templates, and then choose the related link.

   The Schedule Templates page opens.

2. Select the schedule template for which you want to copy a shift, and then on the action bar, choose Manage > View.

   The Schedule Template Card page opens.

3. Select the shift that you want to copy, and then on the action bar, choose Shift > Copy Shift.

   The Copy Shift page opens.

   The Copy Shift action supports multiple row selection.

4. Specify values as required.

Validate a template

Shifts with assigned employees are validated as they are configured. When you have completed the template, to check the entire set of filled shifts, use the Validate All action.

To validate a template

1. Choose , enter schedule templates, and then choose the related link.

   The Schedule Templates page opens.

2. Select the schedule template that you want to validate, and then on the action bar, choose Manage > View.

   The Schedule Template Card page opens.

3. On the action bar, choose Template > Validate All.

Shift statuses

The following list describes the allowable options for the Status field on the Schedule Template Card and Shift Card Template pages:

• Open: Shifts are only visible to the schedule administrator.

• Published: Shifts can be assigned by unit supervisors, bid on by employees provided that the unit allows bidding, and otherwise scheduled.

• Confirmed: Shifts have been acknowledged as correct by an employee and await supervisor approval for transfer to payroll.

• Approved: Shifts have been approved for transfer to payroll by an employee with approval permissions, such as a unit supervisor.

• All Transferred: Shifts have been exported to payroll.

• All Posted: Shifts have been posted to payroll.

See also

Create a Schedule from a Schedule Template

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