Shift Templates

Plus Feature

Shift templates are a Plus feature. They are not available in the Basic plan. With Plus or Premium, you can create unlimited templates.

With shift templates, you can save frequently used shift configurations as templates. Instead of setting up each shift from scratch, simply select a template – complete with all settings like times, work area, and employee assignments.

Finding the Feature

1. Open the three-dot menu (⋯) in the week view
2. Click on Manage Templates
3. Switch to the Shift Templates tab

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Creating a Shift Template

1. Create a new shift
2. Configure all details (times, work area, employees, etc.)
3. Click Save as Template
4. The shift title + time is automatically used as the template name

What Gets Saved in a Template?

Element	Description
Name	Unique name for the template (e.g., "Morning Shift Nursing")
Start and End Time	The working hours of the shift
Shift Title	Optional title displayed on the shift
Description	Optional notes or instructions
Work Area	The assigned department/station
Required Staff	How many employees the shift needs
Open Shift	Whether the shift is marked as "open"

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Applying a Shift Template

When Creating a New Shift

1. Click on an empty cell in the calendar
2. In the shift dialog, open the Select Template dropdown
3. Choose the desired template
4. All fields are automatically populated
5. Adjust individual values if needed
6. Click Create Shift

Quick Access via Context Menu

You can also apply a template directly by right-clicking on an empty cell:

1. Right-click on an empty cell in the calendar
2. Select Shift from Template in the context menu
3. Click on the desired template
4. The shift is created immediately

Adjustments Possible

The template only fills in default values. You can still modify any field before saving – for example, assigning different employees or slightly adjusting the times.

Draft Mode

Shifts created from a template are loaded in draft mode. This allows you to review and adjust the shift before finally saving it.

Work Area Behavior

The assigned work area depends on where you apply the template:

View	Work Area
Employee view	The work area saved in the template is used
Work area view	The work area where you create the shift is used

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Managing Shift Templates

Editing the Name

You can change the name of a template:

1. Open the week menu (⋯) → Manage Templates
2. Switch to the Shift Templates tab
3. Click the Edit icon (pencil) next to the template
4. Change the name
5. Click Save

Want to change the template content?

The shift settings of a template (times, work area, employees, etc.) cannot be edited directly. To modify a template:

1. Create a new shift with the desired settings
2. Save it as a new template
3. Delete the old template

Deleting Templates

1. Open Manage Templates → Shift Templates tab
2. Click the Delete icon (trash can) next to the template
3. Confirm deletion in the dialog

Deletion is Permanent

Deleting a template cannot be undone. However, shifts that were already created from this template will remain unchanged.

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Difference: Shift Templates vs. Weekly Templates

medishift offers two types of templates – for different use cases:

Aspect	Shift Templates	Weekly Templates
Scope	A single shift	An entire week
Application	When creating a new shift	Applied to an entire calendar week
What's Saved	Times, work area	All shifts + assignments for the week
Ideal For	Recurring shift types	Recurring weekly schedules
Feature Gate	Plus	Plus

When to Use Which?

• Shift Templates: When you frequently create the same type of shift on different days (e.g., "Morning Shift", "Evening Shift", "Night Shift")
• Weekly Templates: When you have the same schedule every week and want to load the entire week at once

Learn more about weekly templates at Weekly Templates.

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Practical Examples

Example 1: Standard Shifts for a Medical Practice

Dr. Miller's Practice has the same three shift types every day.

Templates to create:

Template Name	Start Time	End Time	Work Area
Morning Shift Reception	07:00	13:00	Reception
Afternoon Shift Reception	12:00	18:00	Reception
Doctor's Hours	08:00	17:00	Treatment

Application:

• Via the + button (top right): Select date and employees – all other settings come from the template
• Click directly on a day: The date is automatically set – just add employees

Example 2: Flexible Staffing

Sunny Care Home has different staffing requirements depending on the day.

Templates:

Template Name	Required Staff	Description
Night Shift Standard	2	Regular staffing
Night Shift Weekend	3	Increased staffing

Approach:

1. Weekdays: Use "Night Shift Standard"
2. Weekends: Use "Night Shift Weekend"
3. Adjust employees based on availability

Example 3: Work Area Depending on View

Mountain View Clinic has a template "Day Shift" saved with work area "Ward A".

Scenario 1: Applying the template in employee view

• Sarah is working today and needs a shift
• You open the employee view and create a shift for Sarah
• You select the "Day Shift" template
• Result: The shift is created with work area "Ward A" (from the template)

Scenario 2: Applying the template in work area view

• You are in the "Ward B" view
• You create a new shift and select the "Day Shift" template
• Result: The shift is created with work area "Ward B" (current area)

Conclusion: In the work area view, the current area overrides the saved work area from the template.

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Frequently Asked Questions

How many shift templates can I create?

• Basic: None (feature not available)
• Plus: Unlimited
• Premium: Unlimited

Can I use a template across multiple shift plans?

No. Shift templates are always tied to a specific shift plan. If you need the same template in another shift plan, you'll need to create it there as well.

Are changes to a template applied to existing shifts?

No. Changes to a template only affect newly created shifts. Existing shifts remain unchanged.

Can I duplicate a template?

Not directly. To create a similar template:

1. Create a shift from the existing template
2. Adjust the values
3. Save as a new template with a different name

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Summary

Aspect	Details
Create Template	Configure shift → "Save as Template" or via "Manage Templates"
Apply Template	In shift dialog "Select Template" or right-click → "Shift from Template"
Saved Data	Name, times, title, description, work area
Edit	Only name can be changed – for other changes: create new template, delete old one
Delete	Manage Templates → Shift Templates → Delete icon
Limits	Basic: not available, Plus/Premium: unlimited
Plan-specific	Yes, templates only apply to one shift plan

Recommendation

Create a separate template for each frequently used shift type. Use clear, descriptive names (e.g., "Morning Shift Station A" instead of just "Morning"). This helps you quickly find the right template and saves valuable time with every new shift.