View the video on How to Create a Default Schedule below or follow the written instructions below the video.
A Default Schedule is a a schedule that is set up for 1 member of staff and reoccurs from one week to the next. For example, you have 5 staff members that work in your venue/department and 2 of these staff members normally work the same shifts on the same days, then it makes sense to set up a default schedule for these 2 staff members.
If you encounter the odd week where your 2 staff members with a default schedule need to work different shifts or cannot work their shifts because they are on holiday (or on another time off type) then you are able to make amendments to the rota of the default schedule staff members. Setting up a default schedule for a staff member does not mean you are barred from making changes.
How to Set Up a Default Schedule
Navigation: Log in > select Rotas from the menu on the left > select the venue/department > select a rota (View Rota/Build new Rota).
(1) Build the shifts that your staff member normally works.
In this example, I want to set Conor up with a default schedule. Conor only works at my venue/department 2 days a week, 1 shift each. He works the same shift every week.
I've assigned him his regular shifts in the rota.
Note, that you cannot select Save schedule as default if you have not assigned at least 1 shift to the staff member.
(2) Make the Staff Member's Schedule a Default Schedule:
Right-click the name of the staff member > select Save schedule as default.
That's it; we have made Conor's 2 regular shifts his default schedule.
(3) Creating a rota including a default schedule.
From now on, when I create a rota for this venue/department, I've got the option to create it using the default schedule.
When I select Build new Rota from the venue's rota page, an overlay window pops up. Here I have to tick the box for Create with default staff schedule.
When I am on a rota and select the button that takes me into next week a similar overlay window will also prompt me. Select the tick box for Create with default staff schedule here also.
Note, that if you do NOT tick the default schedule box you can create a rota from scratch.
Also, you can still work on a rota, that you created with a default staff schedule. You would only default staff into the schedule who perform recurring shifts (same days of the week and same shift times). The remaining staff members (who have not been defaulted) still need to be assigned their shifts and time off types.
(4) Important to know:
(a) You will create a default schedule for every single staff member that you want to be part of the default schedule. In our example we had 5 staff members for 1 venue/department, of which 2 work recurring shifts. I would follow above steps for both staff members before I am done setting up my complete default schedule.
As I go through the year I would top up my rota containing these default shifts with shifts assigned based on demand for my other 3 staff members.
(b) Default schedules do not apply themselves retroactively. So, if you created a rota last week, and this week you create a default schedule, then the the default schedule is available for every rota you create for this venue/department going forward. But not for that 1 rota you created last week.
This is so because you set that 1 rota up already. If you want to apply the default schedule to that rota, you have to delete it, and create it again; this time with the default schedule.
(c) You still have to check your rota before approving it.
This is so because time off types (i.e. holiday) will override your default shifts. You will need to reassign those shifts to another staff member.
(d) Your venue/department may need additional hours/shifts for when staff is trained or during busy periods in the year.
(e) If you have a default schedule in place but want to apply a copied rota onto a week, then this is possible. If you copy a rota from a week onto another, this will override the default schedule. Please view the support entry called 5 Ways to Build a Rota to find out how to copy a rota.