How to Create Your First Rota Template
Creating rota templates helps you quickly build and manage staff schedules across your locations and roles. Follow the steps below to set up your first template.
Step 1: Open the Rota Templates Page
From the top navigation bar, click on the Rota menu icon.
Select Templates from the dropdown.
Click Create New Template.
Step 2: Add Basic Template Details
In the new template
Enter a Template Name - for example, Nurse Roster – Nights
Select the Locations where this template will apply (e.g., different units or sites).
Assign Roles — choose which roles the template should cover (e.g., Nurses, Carers, etc.).
You can apply multiple roles to one template if needed.
Click Save.
You’ll now see your blank template displayed below, showing each day of the week ready for shift entries.
Step 3: Add Shifts to Your Template
Click the “+” icon under the day you want to add a shift to.
Select the Unit (for example, 1:1 Unit).
(Optional) Add reference codes such as a patient name or identifier.
Choose a Shift Preset (see our Shifts Preset Guide for more info).
(Optional) Add a Reason or Note for the shift (e.g., “Annual Leave”, “Training”, etc.).
Click Add to save the shift.
You can add multiple shifts per day - useful if several carers or nurses work in the same unit on a given day.
To remove a shift, click the red bin icon beside it.
Step 4: Create Weekly Patterns
If your schedule repeats eg. fortnightly, monthly
On the far-right side of your roster, click the “+” icon to add a new week.
Set up your Week 1, Week 2, etc., with their unique shift patterns.
You can continue adding weeks for as long as your schedule repeats.
Once finished, click Save to save your template.
Step 5: Review and Manage Your Templates
To view or edit templates later:
Go back to the Templates tab under Rota
You’ll see a list of all templates, showing:
Template name
Assigned locations and roles
Last updated date
From here, you can edit or delete templates at any time.
Applying a Template to a Rota
Once your template is ready, you can apply it directly to the rota.
Go to the Rota section again.
Select your location or unit.
Click Tools → Apply Template.
From the dropdown, select the template you want to apply.
Choose the Start Date and End Date for when you want this template to run.
For example, start on the first Monday of the month and run for 3 months.
Important: Applying a template will overwrite any existing shifts that match the same roles within the selected dates. Double-check before applying!
Once applied:
You can make manual edits to specific shifts if needed (e.g., holidays or changes).
Click Publish to make the schedule live and notify your staff.
If you need to undo changes, you can use the Discard All button.