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
- Go to Roster Management → Shift Templates (or via Setup → Payroll → Shift Allowance if managing allowances).
- Click + Add Shift Template.
- Enter a Shift Name — keep it short and recognisable (e.g. "Morning 6–2", "Night 10–6").
- Set Start Time and End Time. For overnight shifts, tick Next Day End.
- Enter Break Duration in minutes (e.g. 30 for a half-hour unpaid break).
- Optionally assign a Shift Allowance from the dropdown — this flows into payroll automatically.
- Choose a Colour for the grid cell so different shifts are visually distinct.
- 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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