How to create a schedule template in HotSchedules
Updated about 6 years ago
This lesson will help you learn how to build out templates in HotSchedules.
How to Create a Schedule Template in HotSchedules
HotSchedules allows you to create two kinds of templates.
1. Position based templates: These templates are based on position and not based on individual employees. You may want to start with a Position based template and then use it to create an employee based template.
2. Employee based templates: These templates are based on an existing schedule. You can think of this template as a copy of a schedule that you build upon.
Typically you will want to have a couple of templates. For Example: in Norman they may want a Home Game Week Template and an off season template. This would allow them to accomodate the increased business and staffing needs of a game day. Other locations may find summer and winter templates helpful or even daylight savings and non-daylight savings schedules. There is no limit to the number of templates you can create, they are a great tool that each location should take advantage of.
Creating a Position Based Template in HotSchedules
3. From the settings menu that drops down select "scheduling"
4. You will now see the current weeks schedule displayed on your screen. Now select the "Menu" icon from the right hand side of the screen.
5. From the menu that drops down select "Templates"
6. You will now be greeted by the custom templates that have been created for your store. You may edit an existing template by selecting it or you want to create a new template you may choose to create a template from the current schedule or using the template generator. We will be using the template generator.
7. You will now see a blank schedule template. Click "Create Row" to get started.
8. Select if the shift is a lunch or dinner shift. If you have a mid or all day shift it is best to put those shifts on the AM or lunch shift so that the employee does not assume the 12 pm mid starts after lunch.
9. Once you have created a row you must then select the job that will occupy the row. It is important to think about how you organize this schedule. We recommend that you group rows by job starting with the earliest arrival time.
10. Once you have selected a job you will, in most cases, need to select a position. The position indicates where the employee will be working such as Hot or Cold side.
11. The next step is to build out the shifts for this job. Start by clicking on the Monday time slot and you will be greeted by a window that will allow you to select the start and end time of the shift as well as allow you to copy the records forward to other day or to make the job not scheduled on this or multiple days.
12. You may use the clock button to set the start and end time or you may simply type in the time into the In Time and Out Time fields
13. You may then apply the In Time and Out Time to the entire week by selecting the "Entire Week" button or to individual days by selecting one or more of the individual day buttons.
14. You may also set the job as "Not Scheduled" by selecting the days where this job is not necessary and then select the "Not Scheduled" button.
15. You have now set your first job and shift. You should now fine tune the jobs schedule for the week as it is common for shifts to expand and contract as the weekend approaches. For example you Server 1 may stay until 4:30 pm on Friday but may leave at 4:00 pm on Monday.
16. Now it is time to move on the rest of the schedule. Don't worry about saving HotSchedules does that for you while you work.