Save Time on Re-occurring Schedules with Templates

Re-creating the same set of shifts from week to week is certainly no fun for any manager or supervisor. Particularly if they manage a larger team of employees, this process could waste so many hours of their precious time. This is why our experts invested their time and effort to find easy ways for creating repetitive work schedules. One of those solutions provided by our work schedule builder is Schedule Template management.

Schedule Template, Save Time on Re-occurring Schedules with Templates
A schedule template, plain and simple, is a saved schedule for your team on a certain location for a specific period of time. You can save a schedule as a template for just one day, a couple of days, a week, or a full month. The choice is yours.

Schedule Template, Save Time on Re-occurring Schedules with Templates
Once you name your schedule template the way you like and select a date range, you can choose whether you want to save all those shifts with or without your employees’ names.

Saving the template with employees

This option will simply allow you to save the schedule as you see it. All your shifts will stay assigned to the same employees on the template as well. Once you decide to re-apply the template, the same employees will be automatically assigned with the same set of shifts.

Saving the template without employees

In case you want to save all the shifts you have on the schedule, but you think those shifts may be assigned to different employees, then you can use this option. This functionality allows you to save time on creating repetitive shifts that do not necessarily need to be assigned to the same employees in the future.

As soon as you save the template, you will see it in the “Schedule template” section in the sub-menu. You can click on your template, and edit it on the fly. So, the next time when you re-apply your template, all the changes you have made will be applied as well.

Schedule Template, Save Time on Re-occurring Schedules with Templates
Applying a schedule template is even easier than saving it. You just find the week when you wish to re-apply your template, click on the Tools above the schedule and select “Apply template” from the list of options. There, you simply select your template, optionally re-adjust the date range when you wish to start applying your template and click the “Apply” button.

Enforce availability and schedule limits

In case you would like the system to follow your employees’ availability set that perhaps changed in the meantime between creating the template and applying it, you can enable “Enforce availability and schedule limits”, which will simply send all those shifts that were supposed to be applied to certain employees who are no longer available to the Open Shifts area.

Karin Jakovljevic

About the author

Karin Jakovljevic

Karin Jakovljevic is the head of marketing at Ximble, a powerful, cloud-based workforce management system, simplifying employee scheduling and time tracking for retailers, restaurants and small businesses.

Success Stories


It was hard to keep Menchie’s young and mostly part-time staff informed about shift changes, until Menchie’s discovered Ximble’s easy-to-use smartphone app.

Fast Fix

Ximble’s easy-to-use scheduling tool allows Fast Fix employees to remotely access shift information, and integrates with their Point of Sale and Payroll systems.

Spry Health

When spreadsheets became too complicated, Spry Health sought simple, cost-effective timekeeping software so they could concentrate on growing their business.

Spirited Gifts

Since switching to Ximble, Spirited Gift no longer struggle with employees turning up at the wrong time, for the wrong shifts.

Re-bath of South Florida

Re-bath required timekeeping software that was simple, flexible, and that could grow with their business.


When they outgrew their own internal system, Vastrm chose Ximble to track their part-time and contracted employees, both in and out of the office.

Excellence Martial Arts

All that Excellence Martial Arts were looking for was basic employee timetracking, with payroll reporting. Ximble’s cost-effective software was the ideal solution.

Collab Inc

Manual timesheets were a poor fit for Collab, and with no easy to feed the data into Gusto they began looking for a viable solution to their scheduling and time tracking headaches.

Carolina Moves

Follow Carolina Moves’ journey as they transitioned from using an archaic time tracking and data entry methods to using something that could optimize their processes and integrate with Gusto.

Bearings Bike Shop

Read how inaccurate time keeping methods forced Bearing Bike Shop to approximate working hours leading to significant losses over the year, until implementing Ximble.

Mermaid Life Chameleon

Needing a simplistic solution to their scheduling and time tracking needs, Mermaid Life didn’t want a solution that would over deliver and overcharge for what they required.

Krein Knives

Outgrowing spreadsheets, Krein Knives now needed a time tracking solution that could accurately track irregular working hours and automate as much of the administrative process as possible.


Looking for automation and simplicity, Garmentory turned towards Ximble in hopes of resolving their time tracking woes.


With their eyes set on rapid growth, Novvia needed to implement a scheduling solution that could effectively scale as the business grew while integrating with the existing payroll system.


Discover how Story2 resolved their time tracking and payroll problems by implementing Ximble into their arsenal of tools and integrating it with their payroll platform, Gusto.

CareCentric Pty Ltd

Spreadsheets lacked the scalability and flexibility that CareCentric Pty Ltd needed as they grew and needed something that would be responsive to their changing needs.

Bou Cou Dancewear

Struggling with varying availability of staff, scheduling for multiple store fronts and managing payroll, Bou Cou Danceware needed a solution to their scheduling and time tracking needs.

Best Pets Veterinary Hospital

Constantly fighting wasted time from data entry errors, outdated methods of scheduling and time tracking were taking their toll. Discover how Ximble helps them overcome their challenges.

Hook SEO

Read how Ximble helped Hook SEO with their time tracking and scheduling problem when they noticed too much time was being wasted on data entry.

National Strategic

After a rapid increase of employees, National Strategic’s dependence on spreadsheets for time tracking was no longer viable. Find out how Ximble solved their problems.

miR Diagnostics

Find out how miR Diagnostics implemented Ximble’s time tracking features for their employees and how it improved their payroll operations through the Gusto integration.

Followell Fotography

Effective time tracking in and out of the office and Gusto integration was important for this photography company. Find out how Ximble stepped up to meet the challenge.


Ximble provided an inexpensive and user friendly solution to CARP’s time tracking and Gusto integration needs. Find what won them over and how it bettered their operations.


Discover how the time tracking and extensive feature of Ximble helped improve ILKB’s operations with the Gusto integrations and ximbleChat platform without breaking the bank.


A tech savvy company that integrates technology into your offices and homes. With their skill and knowledge, they turn your ideas into reality.

Wise Owl Animal Hospital

An animal hospital that combines traditional and modern medicine to provide superior animal care. They raise awareness and provide advice on excellent pet care.

Armstrong Property Management

A property management consulting that specializes in home real-estate. They offer an abundance of services to property owners.


A restaurant consulting company that helps you take your business to the next level. With the best advisors, they can help you expand your business.

Liquid Consulting

A consulting company that strives to become your food processing partner. Comprised of skilled technicians and employees to improve your business.

Alta Animal Hospital

Find out how Alta Animal Hospital do away with printed shift calendars and move to a 100% mobile platform.


Read how Ximble helps Montefiore eliminate the need for multiple spreadsheets and calendars.

Rudy’s Pub & Grill

By utilizing Ximble, Rudy’s Pub & Grill has seen a 60% decrease in missed shift from schedule confusion.


Learn how TouchSupport was able to manage employees at multiple locations with ease and save 8 hours a week by using Ximble.

Try Ximble for 14 days free

No credit card required. Cancel any time.