Whats covered in this guide?:
Overview
Most Workforce.com users build schedules using one or more of the methods below. These methods can be combined.
For example, you might use Regular Hours of Work to schedule permanent employees, and a Template to fill casual shifts.
Method | Useful when... |
Copy a previous Schedule | Your schedule is similar to a previous one |
Schedule Templates | You have predictable staffing needs, but employees may change each schedule |
Schedule Patterns | Employees work a rotating schedule (e.g. 4 days on, 4 days off) |
Regular Hours of Work | Employees work the same hours each week |
Copy a Schedule
To copy a schedule:
Click Copy Shifts in the top bar
Select the days to copy from
Select the days to copy to
Click Confirm Paste Shifts
Create and Use Schedule Templates
To create a schedule template, you can start from scratch or use an existing Schedule.
Open any schedule
Click Templates in the top bar
Click + New Template
Choose one of the following:
Create a Blank Template, or
Create Template from Currently Visible Shifts
Enter the template name, locations, start date, and length
You can edit the template at any time by selecting Edit Template.
Note: When editing a template, an orange bar will appear at the top of the schedule.
Apply a template
To apply this template:
Select the template you want to use
Click Apply
Choose the start date for the template
The template will automatically apply for its full length.
(Optional) Exclude teams from the template
Review the changes
If shifts already exist during the selected period, choose whether to keep or remove them.
Click Apply to confirm
Note: If you can’t see these options, you may need the correct permissions or manager access for the relevant team.
Delete a Schedule Template
To delete a schedule template:
Open any schedule
Click Templates
Select the template you want to delete
Click Delete Template
Confirm the deletion
Note: You may need the appropriate permissions or manager role to delete templates.
Create and Apply Shift Patterns
Create a shift pattern
To create a shift pattern:
Go to Quick Build > Schedule Patterns
Click Edit Patterns
Click + Add New Pattern
Enter the pattern details:
Name
Anchor date (when the pattern starts)
Length
Add an employee to a pattern
To ass an employee to a pattern:
Open the pattern
Click + Add User
Select an employee
Enter the schedule details:
Shift details
Start and end dates
Days offset
Note: Days offset determines where the employee starts in the pattern.
For example, starting in week 2 of a 2-week cycle = offset of 8.
Click Save and Close
Repeat for other employees as needed
Apply a shift pattern
To apply a shift pattern:
Select Schedule Patterns from the schedule sidebar.
Select + Build Shifts and select the Schedule Pattern you would like to apply
Build Shifts
Set Up and Apply Regular Hours of Work
To set Regular Hours of Work:
Go to Workforce > Staff
Open a staff profile
Click the Pay Conditions & Regular Hours tab
Click Make a Change
Enter the agreed hours, breaks, and teams
Apply regular hours to a schedule:
Select Quick Build from the schedule sidebar
Expand Regular Hours
Click '+ Build Shifts'.
Configure Automatic Breaks
Enable automatic breaks:
Go to Settings > All Settings > Shift Breaks
Tick Enable Automatic Breaks
Configure:
Who the breaks apply to
Whether the break is paid
You can create multiple rules by clicking + New.
Configure Manual Breaks
To configure manual breaks:
Click the break icon (teacup) on a shift
2. Select + Add Break
Or click ⋮ > Edit Breaks
3. Enter the break start and end times
Break details will be shared with staff when the schedule is published.
FAQs and Troubleshooting
What if an employee doesn't have the mobile app installed?
What if an employee doesn't have the mobile app installed?
If “mobile app” is the only delivery method selected, the schedule will be sent by email instead.
Can I manage Sleepovers, On Call shifts and RDOs in the roster?
Can I manage Sleepovers, On Call shifts and RDOs in the roster?
Yes. Sleepovers, On Call shifts and RDOs can be dragged, dropped, copied and pasted in rosters, similar to regular shifts.