Contents of this article are applicable to the following users:
Tier: ESSENTIAL, GROWTH, SCALE
Product: StaffAny
Platform: Web
Access Level: Owner, Manager
The Schedule Template lets you build a standard weekly schedule once and have it automatically copied and published every week, saving you the effort of recreating the same shifts repeatedly. Once your template is saved, StaffAny will roll it over to the following week every Friday at 12:00 AM (your organisation's local time), publishing the schedule automatically without any manual action required.
This guide will cover the following:
Prerequisite
Before using the Schedule Template, ensure the following conditions are met:
Scheduling method must be enabled for the section. The Template feature is only available for sections that have Scheduled Shift as the Scheduling method. Sections using the Fixed Shift method will not see the Template button.
You must have Publish Schedule access. Only users with Publish Schedule permission. Typically Owners and Managers who can publish schedules can enter Template mode and use the Clear Template button.
You must be in Week View. The Template button only appears when you are viewing the Schedule page in Week View. It is not available in Day View or other views.
Create and Update Schedule Template
To open the Schedule Template for your section, go to Schedule in Week View and click the Template button in the toolbar (located beside the Copy button).
The page switches into Template mode. The page title changes to Weekly Template and the grid shows a Mon-Sun layout.
Important: The Schedule Template is unique per section. Each section in your organisation has its own independent template. Changes made to one section's template do not affect any other section.
Note:
The footer remains visible, showing the sum of hours and labour cost across the template.
Support staff and SPLH are not shown in Template mode
Push staff to another section action is disabled.
Add Shift
To add a new shift to the template:
Click on an empty cell in the template grid for the staff member and day you want to assign.
A shift creation popover will appear. Select the shift type and configure the shift details as you would in the regular schedule.
Click Save to add the shift to the template.
Note:
You can create multiple shifts in a template
Assign Shift
To assign a shift slot:
Click on an existing shift chip in the template grid to open the shift slot detail popover.
Update the staff assignment, time, or shift tags (also called event tags) as needed. You can also remove shift slot by clicking Remove
Note on shift tags: Shift tags are fully supported in the Schedule Template and stored per shift slot. Tags applied in the template carry over to the live schedule during each weekly rollover, including their effect on cost calculations.
Click Save to apply your changes.
Note:
You can also drag and drop existing shift chips across the grid to reposition them quickly.
Assign Leave
You can assign a recurring leave or day-off to staff members directly in the template. Only specific leave types are eligible:
Unlimited leave types only - Only leave types with no balance tracking (unlimited/zero-balance leave) can be used. Leave types that track entitlement balances cannot be assigned in the template.
Admin-assignable leave types only - The leave type must have admin assignment enabled. Leave types that require staff to apply themselves cannot be used.
Non-archived leave types only - Archived leave types will not appear for selection.
To assign leave in the template:
Click on an empty cell in the row of the staff member you want to assign leave to.
Select the leave type from the popover. Only eligible leave types will appear.
Choose the day type: Full Day, Half Day (AM), or Half Day (PM).
Click Save. The leave will be included in the weekly rollover and assigned to the staff member each week.
Exit Template
To return to the normal schedule view
Click the Exit Template button in the toolbar at any time. Your template is preserved. Exiting does not clear or modify any shifts or leaves you have set.
Note on new staff: If you add new staff members to your section after the template has been set up, they will not be automatically included in the weekly rollover. Re-enter Template mode and add them manually.
How the Automatic Rollover Works
Once your template is set up, StaffAny handles the weekly scheduling automatically.
Every Friday at 12:00 AM (your organisation's local timezone), StaffAny copies the template to the following week and publishes it automatically. The rollover may occur with a delay of up to 30 minutes, but will always run on Friday.
What is copied each week:
All shifts and shift slot assignments
Shift tags applied to shift slots
Leaves and day-offs assigned in the template
Pending staff (new joiners) - treated the same as active staff during rollover
What is not rolled over:
Support staff - not shown or assignable in Template mode
SPLH (Staff Per Labour Hour) data
Staff added to the section after the template was last saved - must be added manually
Template is per section: The rollover runs independently for each section. Each section has its own template and its own rollover schedule. Changes in one section do not affect any other.
Clear Schedule Template
To remove all shifts and leaves from the template and stop the automatic rollover:
Go to Schedule > Week View and click Template to enter Template mode.
Click the Clear Template button (trash icon) in the toolbar.
Confirm the action. All shifts, shift tags, and leaves in the template will be permanently removed
Once cleared, no schedule will be auto-published on Friday until the template is repopulated. You can rebuild the template at any time.
Note: The Clear Template button requires Publish Schedule permission. Managers without this permission will not see this button.
FAQ
Q: Is the Schedule Template shared across all sections?
A: No. Each section has its own independent Schedule Template. Changes to one section's template do not affect any other section.
Q: Can I use any leave type in the template?
A: No. Only unlimited (zero-balance), admin-assignable, non-archived leave types can be used. Leave types with entitlement balances or that require staff self-application cannot be assigned.
Q: Do shift tags (event tags) carry over during rollover?
A: Yes. Shift tags applied to shift slots in the template are included in every weekly rollover and count toward cost calculations.
Q: Are weekends included in the template?
A: Yes. The template always shows all 7 days (Mon-Sun). There is no setting to hide weekends. You can assign shifts or leaves on any day, including Saturday and Sunday.
Q: Will new staff added after the template is set up be included in the rollover?
A: No. Re-enter Template mode and add them manually to include them in future rollovers.
Q: Can I use the Schedule Template with the Fixed Shift method?
A: No. Only sections with the Scheduling method enabled can use this feature.
Q: What happens if I clear the template?
A: Nothing will be auto-published on Friday until the template is repopulated. You can rebuild it at any time.