Setting Up Shift Templates

Setting Up Shift Templates

ROSTER MANAGEMENT · SETUP

Setting Up Shift Templates

Create reusable shift definitions so you only configure start time, end time, breaks, and allowances once.

FORMAT · How-to guideDURATION · ~5 min readAUDIENCE · Roster admins
What you'll learn

How to create, edit, and organise shift templates in Workwisely.

Why it matters

Templates eliminate repetitive data entry — assign a week's worth of shifts in seconds instead of minutes.

What is a shift template?

A shift template is a saved definition of a work period: its name (e.g. "Morning Shift"), start and end time, break duration, and any shift allowance attached to it. Once saved, you drag-and-drop or auto-assign the template onto employees in the roster grid.

Creating a new shift template

  1. Go to Roster Management → Shift Templates (or via Setup → Payroll → Shift Allowance if managing allowances).
  2. Click + Add Shift Template.
  3. Enter a Shift Name — keep it short and recognisable (e.g. "Morning 6–2", "Night 10–6").
  4. Set Start Time and End Time. For overnight shifts, tick Next Day End.
  5. Enter Break Duration in minutes (e.g. 30 for a half-hour unpaid break).
  6. Optionally assign a Shift Allowance from the dropdown — this flows into payroll automatically.
  7. Choose a Colour for the grid cell so different shifts are visually distinct.
  8. Click Save.
💡 Pro Tip
Name templates after their time slot rather than roles — 'Morning 7–3' is more reusable than 'Warehouse Morning'. Roles change; time slots don't.

Editing an existing template

Click the pencil icon next to any template in the list. Changes apply going forward only — they don't retroactively update already-assigned shifts in published rosters.

⚠ Important
Editing a template's times or allowance doesn't update shifts already assigned in a published roster. You'll need to use the override workflow to adjust live shifts.

Organising templates

  • Archive templates you no longer use — they disappear from the assignment picker but are still on historical rosters.
  • Duplicate a template to create a variant quickly (e.g. a holiday version with an overtime allowance).
  • Sort by name to find templates fast in large organisations.

Frequently asked questions

How many shift templates can I create?
There's no hard limit. Aim for the smallest set that covers your real patterns — usually 3–8 templates per organisation.
Can a template span midnight (overnight shift)?
Yes. Set the start time, then tick 'Next Day End' before entering the end time. Workwisely calculates the correct duration.
Do allowances on a template apply to all employees assigned that shift?
Yes — every employee assigned a shift using that template receives the configured allowance in payroll, regardless of grade or role.

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