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Rota templates: save and reuse your shift patterns

Rota templates let you build a week of open shifts once and drop it into your Planner again and again, instead of recreating the same shifts by hand.

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Written by Carla

⚠️ This article is for the new version of the platform ⚠️
If you are on the old version of the platform, you can find relevant articles here.

What is a rota template?

A rota template is a reusable weekly pattern of open shifts (Monday to Sunday). You build it once – with the job roles, days, times, venue, wage, and who can apply – then apply it to your Planner whenever you need that week of shifts again. It's ideal for recurring schedules or repeating events, where the shifts stay the same and only the dates change.

Rota templates hold open shifts only – you can't pre-assign a shift to a specific worker in a template.

Where to find them

Open the Planner's three-dot menu (top-right) and choose Rota templates. The window lists your saved rotas, each showing its name, the number of shifts and job roles, the days it covers, the total hours, and when it was last updated and by whom.

From here you can:

  • Apply a saved rota to your Planner (see below).

  • Edit a rota using the pencil icon.

  • New rota template – create one from scratch.

  • Manage rotas – open the full overview of all your templates.

Building a rota template

In the rota editor:

  • Give the template a name.

  • Use Add job role to add the positions you're planning for; each appears as a row.

  • Add open shifts to the Monday-to-Sunday grid, just like in the Planner: set the time and breaks, the venue, the number of workers, who can apply, the candidate profile(s), and the wage.

Everything you set on a shift is saved in the template. Use Delete to remove a template, and Back to Planner to leave the editor.

Applying a rota

Open the week you want in your Planner, then click one of your saved rota templates to apply it. Each shift lands on its weekday within that week.

The shifts aren't published straight away – they're added to your Planner as draft open shifts, so you can review and adjust them and then publish when you're ready. You can only apply a rota from the weekly view, and not to a week that's already over.

Good to know

  • A rota can only be applied once it has at least one shift.

  • When you apply a rota, you'll see a short summary of what was created. A shift is skipped if it belongs to a job role that no longer exists in your Planner.

  • Everything a shift carries – times, breaks, venue, wage, who can apply, candidate profiles, and notes – is saved in the template.

  • Rota templates are specific to the workspace you create them in.

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