Feature Summary
The Templates feature in Allocations allows administrators to create recurring, unallocated shift entries with variable staffing slots, without assigning specific staff members.
When to Use This
When setting up a new roster template that includes positions not yet assigned to specific staff.
When a shift requires a variable number of staff (e.g. a minimum, target, and maximum headcount).
When you need to create a new roster directly from within the template workflow.
When adding a shift to an existing template location that currently has no scheduled shifts.
Step-by-Step Instructions
Navigate to Allocations Templates
Click Allocations in the left-hand navigation menu.
Click Actions in the top-right corner of the Allocations screen.
Select Templates from the dropdown menu. The Allocations: Templates view opens.
Select a Template Cell and Open the Add Shift Form
Scroll to the location row where you want to add the shift (for example, Theatre 12).
Click on the cell in the relevant time row (am or pm). The cell highlights with a dashed border and the Add shift button appears in the top-right corner.
Click Add shift. The Add shift dialog opens.
Create a New Roster from the Add Shift Dialog
Click the Roster field dropdown. If no suitable roster exists, click + New roster.
In the Add roster dialog, enter a Name for the roster (for example, Unallocated Shift).
Optionally enter a Description.
Click the Type dropdown and select Unallocated.
Set the Start date using the calendar picker. The date defaults to the current date; adjust as required.
Optionally set an End date.
Optionally add Tags.
Click the Select colour dropdown and choose a colour using the colour picker. Click Done to confirm.
Click Save. A confirmation notification appears: Roster [name] has been added to the view.
Configure the Shift Settings
In the Add shift dialog, confirm the Location is correct.
Confirm the Roster field is populated with the newly created roster.
Optionally enter a Name for the shift.
Optionally add Tags.
Select the Time: am 08:00–12:30, pm 13:30–18:00, or Other.
Confirm or adjust the Start date.
Optionally set an End date.
Set the Repeat frequency. The default is Weekly.
Set the Every field (number of weeks).
Under On, tick the day(s) of the week the shift recurs.
The Holiday setting defaults to Skip holidays. Adjust if required.
Configure the Slots
In the Slots section, click Select roles and choose the required role (for example, Anaesthesia Registrar).
Optionally select skills and teams.
Tick Variable slot to enable variable staffing numbers.
Enter values in the Min, Target, and Max fields. Note: Target must be less than Max. If not, the error Target should be less than max. will appear.
Adjust the values until the validation passes.
To add additional slots to the same shift, click + Add slot and repeat the configuration.
Save the Shift
Click Save at the bottom of the Add shift dialog.
The confirmation message Shift created appears at the top of the screen.
The new shift appears in the template at the selected location, displaying the roster name, role, and variable slot details (Min, Target, Max).
Click Exit in the top-right corner to leave the Templates view.
Common Errors
Please select roster — The Roster field is mandatory. The shift cannot be saved without selecting or creating a roster.
Please select role — At least one role must be selected in the Slots section before the shift can be saved.
Target should be less than max. — The Target value in a variable slot must be lower than the Max value. Correct the values before saving.
Related Settings or Dependencies
Allocations — The Templates feature is accessed through the Allocations module. Shifts created in a template are separate from the live roster until applied.
Roster Type: Unallocated — The Type field must be set to Unallocated. Other available types are On call, On duty, Service, Teaching, and Off.
Variable Slot — When ticked, Min, Target, and Max fields become available. Without this, only a fixed number of staff can be assigned.
Colour — A colour assigned to the roster is used to display the shift in the template view. Confirm the colour by clicking Done before saving the roster.