How Do I Create an Ideal Schedule (Shift Template) in SchedulePop?

 

Before You Begin: Setup Checklist

Make sure the following setup steps are complete:

• You are logged in with Manager permissions
• All needed Shifts are created under Location Settings → Shifts
• All needed Duties and Duty Quantities are created under Location Settings → Duties
• All Users are added under Location Settings → Users

Once these items are ready, you can start building your Ideal Schedule.

Step 1: Navigate to a Past Week

1. Go to Schedule → Shift View.
2. Navigate to any past week—you may go back months or years.
   1. Choose a blank week to build your template.
3. Document the dates of this Ideal Schedule week for future reference.
   1. Tip: New hires should ask their supervisor for the correct template week.

Step 2: Build Your Ideal Schedule (Shifts Only)

Important: Ideal Schedules include shifts + duties + duty quantities.
Do NOT assign users in this template.

1. Start with Day 1 of the week.
2. Click + Add Shift.
3. Select a shift from the dropdown (created earlier in the Shifts tab).
4. Add the required Duties and Quantities for that shift.
5. Repeat until all shifts for that day are complete.

Step 3: Review Your Work

You can conveniently review shift details in two ways:

Option A: Expand one shift card

• Hover over a shift → click Expand.

Option B: Expand all shift cards

1. Click the Filter (funnel) icon.
2. Scroll to Shift Card Display.
3. Select Expand All Shifts → Apply.

Make any necessary edits by clicking directly into a shift card.

Step 4: Copy Shifts to Other Days

You can copy your completed Day 1 into the rest of the week:

Copy a single shift

• Hover over a shift card → click the Copy icon → click the paste icon in any day of the week.

Copy an entire day

1. Click the Copy icon in the upper right area of the page.
2. Select Copy Single Day 
3. Make sure the correct "Copy From" day is selected.
4. Choose the target day ("Copy To" date)
5. Override existing data if needed by deselecting "Merge Existing Schedule"

Continue until the entire week is built.

Step 5: Copy the Ideal Schedule to a Current/Future Week

1. Open the current or future week where you want the template applied.
2. Click the Copy Week icon (upper right).
3. Copy From: the past Ideal Schedule week (that you just built)
4. Copy To: the target week
5. Deselect Merge Existing Schedule
6. Apply, then review the copied week for accuracy.

Summary

You now know how to:

• Build an Ideal Schedule in a past week
• Structure shifts with duties and duty quantities
• Copy the completed template into current or future weeks
• Maintain a documented “hard copy” of your organization’s optimal staffing needs.

Related Tutorials

• How to Copy Staff Templates
• How to Copy a 4/2 Schedule