Plan with a template

Create the same shift for several people on several days in one step, with a preview of what will be created and what will be skipped.

This page is for planners. You need to be a Planning Administrator. Plan with Template creates one shift per person per chosen day from a shift template. It is the fastest way to fill a rota with a regular pattern.

Before you start#

Create the template: Create a shift template.
Make sure the people hold the template's role: Set up roles.

Steps#

Open Planning → Schedule → By Resource.
Press Plan and choose Plan with Template. The dialog opens.
Choose the Template. If the template has a role, the Role line shows it, and People offers only people who hold that role.
Set From and To. They start on this week, Monday to Sunday. You can plan at most one year at once.
Tick the weekdays to plan: Mon, Tue, Wed, Thu, Fri, Sat, Sun. Monday to Friday are ticked at first.
In People, choose the people. Leave it empty to create open shifts instead: one open shift per chosen day.
Read the message at the bottom of the dialog, which updates as you change the form. It says "n shift(s) will be created." If days will be skipped it adds "n skipped:" and lists up to ten, one per line, as "Name: Mon 05 Oct", then "and n more".
Leave Publish Now unticked unless you want the shifts to go out immediately.
Press Create Shifts.

A message says "n shift(s) created." and, if some days were skipped, "n skipped because of time off or another shift." The new shifts are drafts on the schedule, unless you ticked Publish Now.

Publish Now sends email

With Publish Now, every new shift is published straight away and each employee who has an email address receives a "Your shift ... has been published" email for each shift. To send one email with a link to the whole week instead, leave it unticked and use Publish the schedule.

When a day is skipped#

For each person and day, Planning skips the shift when:

the person is on time off or already has a shift at that time (with the Time Off and Contracts bridges, also when they have requested time off or the day is outside their contract);
the day is not a working day for that person's calendar;
the shift would overlap another shift created in the same run.

A skill requirement on the template is not checked in the preview. The created shifts copy the requirements, and a person without the skill is flagged Missing Skill afterwards; see Require skills.

Messages you may see#

Message	Meaning
The end date must be on or after the start date.	To is before From.
Plan at most a year at once.	More than 366 days between the dates.
Nothing to plan: every day is skipped or no weekday is chosen.	No shift would be created. Change the dates, days or people.
Only planning managers can do this.	You are not a Planning Administrator.

Next#

Publish: Publish the schedule.
Fix gaps: Assign open shifts with Auto Plan.

መጨረሻ የተሻሻለው: 2026-10-16