How to Apply and Share Staff Schedules (Part 2)

Step 1: Open the Templates Tab and Start Applying a Template

Once you have created your staff schedule template (see part one of the training if you have not), go to the Templates tab where your template is listed.
From here, use the Apply option to begin assigning the template to specific days.

Step 2: Select the Dates to Apply the Template

When the apply dialog opens, choose the days you want the template to cover. For example, if this schedule should apply to all of October, select all the days in October.

You can select days one by one.

You may choose all the days for the month as needed.

You can also use keyboard shortcuts: hold Shift to select a range of dates, or simply click dates individually as you prefer.

Confirm the application so the template is applied to the selected 22 dates.

Step 3: Review Applied Schedules in the Active Schedule Tab

After applying the template, go to the Active Schedule tab to review the schedules.

Scroll through the list or calendar to see the days where the schedule has been applied.

You will notice that days such as Saturdays may have no schedule if your center is closed.

You can scroll, or use the calendar date selector to jump to a specific day. Green-highlighted days indicate that a schedule is applied.

You can also navigate to future months (e.g., November) to verify that no schedules are applied there yet.

Step 4: Modify a Single Day’s Schedule Without Changing the Template

If you need to adjust staffing for a specific day (for example, a Monday where a staff member has called in sick), open that day’s schedule from the Active Schedule tab.
Instead of editing the saved template, make changes directly on that single day’s schedule.
For instance, if Delilah will be absent, select her shift and replace her with a substitute teacher.

Choose the appropriate substitute (e.g., Steph) to cover her shift.

Any edits made here will apply only to that specific date, not to the template or other days.

Step 5: Use the Control Section to Replace, Remove, Export, or Share a Schedule

To manage an applied schedule for a given day, expand the Control section for that day.

From this area you can:

• Replace the current schedule with a different template.

• Remove the schedule from that day entirely.

• Export the schedule as a PDF for printing.

• Manage sharing so staff can view the schedule.

To share schedules with staff, click Manage Sharing.

Select all the days you wish to share with your staff.

After you share the selected days, the schedules will not only be active but also visible to your staff.

Step 6: View and Adjust Shared Days

Go to the Shared view (or button) to see which days are currently shared with staff. From here, you can unshare any days as needed by deselecting them.

Unselect whichever days you wish to stop sharing.