Creating a Shift Template allows Admins to streamline shift planning, especially when shifts have recurring timings, types, and details. Instead of manually creating shifts every time, you can use pre-defined templates, just drag and drop as needed. This saves time and ensures consistency across scheduling.
This guide will walk you through:
Best for:
Admins managing recurring or standard shift patterns
Businesses that want to save time on manual scheduling
Note: Before creating a shift template, make sure you've already created an Outlet. Click here to learn how to create an Outlet.
How to Create a Shift Template
💡Scenario:
If you manage a retail outlet that opens from 10 AM to 6 PM daily, you can create a "Retail Morning Shift" template. Use this repeatedly for employees working those regular hours without creating a new shift every time.
Follow the steps below to create a new Shift Template.
Steps:
Go to the Side Navigation Menu and select Shift Schedule
Click on the T icon (🅣) to access the Shift Templates panel
Click the + icon to create a new Shift Template
You’ll be directed to a new shift template screen. Fill in the required fields:
a. Shift Templates: (Optional) Choose an existing template to duplicate and make changes.
b. Template Name: Enter a unique name for this shift template.
c. Outlet: Select one or multiple outlets where this template should apply.
✏️ Note: If you select only one outlet in the dropdown, this template will appear and only applicable for that outlet
✏️ If ‘No Outlet’ is selected, it indicates that the employee does not require a physical presence at the workplace. This option is typically used for employees who are working remotely but are still assigned to shift work.
💡Scenario: A customer support agent working remotely on rotating shift schedules can be assigned to ‘No Outlet’, since their duties do not require them to be physically present at any outlet location.
d. Shift Type: Choose between:
Working Day
Off Day
Rest Day
Note for Non-Singapore Users:
The terms Rest Day and Off Day follow Singapore’s employment regulations as outlined in the Singapore Employment Act. If your company operates outside of Singapore, these settings may not apply to your local labour requirements. You can still configure shifts and time off as needed, but feel free to disregard this section if it’s not relevant to your region.
e. Shift Timing:
For Working Day: Enter start and end time
For Off Day/Rest Day: Toggle if you want to include timing (e.g. when an employee is expected to work on an Off Day).
If you toggle this option on, it means you’re specifying a work timing for cases where an employee is expected to work during their rest day or off day. However, if the timing is set and the employee doesn't show up, there won’t be any deduction (provided the pay is calculated based on attendance logs), since they’re technically not required to work on a rest/off day unless assigned.
💡Tip: When entering start and end time, you can select the dropdown time selection from the clock icon or manually input either in 12-hour or 24-hour format.
Example: Trying entering ‘2.01pm’ or 1401. The correct time will automatically appear as 02:01PM.
f. Break Settings: Toggle ON to include breaks.
Choose between duration or specific timing
Mark if the break is Paid or Unpaid
g. Shift Colour Tag: Pick a colour to easily identify this template visually in the schedule.
h. Remarks (Optional): You can add any special notes or instructions here. Please note that this remark will also be visible to the employee.
i. Share Template with Other Admins:
Ticked: Other Admins can view and use this template
Unticked: Template remains private to you
j. Click Create to save the Shift Template.
Once saved, your Shift Template will appear in the Shift Schedule module under the selected outlet(s). Templates are categorised as Shared or Unshared, based on your selection in (i).
How to Edit or Delete a Shift Template
Sometimes, templates may need updates or removal due to regulation changes or scheduling changes.
To Edit a Shift Template:
Go to Shift Schedule > T icon (🅣) to view existing templates.
Hover to the specific template, click the Pencil icon next to the template you want to edit.
Make the necessary changes and click Save.
To Delete a Shift Template:
Go to Shift Schedule > T icon.
Hover to the specific template, click the Bin icon next to the template you wish to remove.
A confirmation popup will appear. Click Delete Anyway to permanently delete the template.
⚠️ Note: Deleting a shift template is permanent and cannot be undone.
You're All Set!
You now know how to create, edit, and delete shift templates in your Gutsy account. This functionality helps you save time, ensure scheduling consistency, and manage shifts more efficiently.
Still exploring? Head over to our Help Center for more in-depth guides and FAQs.
If you have any questions, feel free to reach out to us at support@gutsyhq.com. We'll get back to you from there.