Shift Templates – Base Shifts and Saved Periods

Vendion has two kinds of templates, solving different problems. Base shifts are individual shifts you use over and over. Period templates are whole schedules you save and put back.

Base shifts – the recurring ones

A base shift is a preset shift: time, break, station, colour and optionally a fixed shift pay. When you later add a shift to the schedule, you pick the base shift instead of typing the times every time.

Base shifts live in their own sub-tab: Personal ▸ Schema ▸ Hantera grundpass.

Creating a base shift

1. Open Personal ▸ Schema ▸ Hantera grundpass
2. Click Lägg till grundpass
3. Fill in:
   • Färg – the shift's colour in the schedule, so you recognise it at a glance
   • Benämning – descriptive, for example Kitchen ALC or Lunch floor
   • Grupp i schemavyn – optional. See the explanation below
   • Station – Kitchen, Bar, Floor, Dishwashing or POS. Used for the skills check when you add the shift
   • Krävd roll – optional. Limits who the base shift is suggested for
   • Starttid and Sluttid
   • Rast in minutes
   • Fast lön för passet (kr) – optional. Replaces hourly or monthly pay for shifts created from the template. Unsocial-hours pay is added on top
4. Save

Base shifts are listed in a table with the columns Name, Time, Break, Shift pay and Group in the schedule view.

What "Group in the schedule view" actually does

The field only controls which heading the base shift sits under when you switch the schedule to grouping by Pass instead of by staff. It does not affect bookkeeping.

Labour cost is always booked on the employee's own cost centre, not the base shift's. To steer the bookkeeping, set the cost centre on the person in the staff register.

Using a base shift

Click an empty cell in the schedule to open the Schemalägg panel. Pick the base shift from the Grundpass dropdown — time, break, station and any shift pay are filled in automatically. The list is filtered to the selected person's role; click visa alla to see the rest. Choose Eget pass when no base shift fits.

Removing a base shift

The bin icon in the table archives the base shift. Click once, click again to confirm. The template disappears from the dropdown when you add new shifts, but shifts already scheduled are untouched — they keep their times, their colour and their shift pay. That is the whole point of archiving rather than deleting.

Saving a whole period as a template

Once you have built a schedule you want to reuse, save the whole period.

1. Finish the schedule in Personal ▸ Schema
2. Click Verktyg ▸ Spara som mall
3. Give the template a name, for example Normal week or Summer week
4. Click Spara mall

Note: the template saves the entire period you see on screen. In month view that means the entire selected month, not just one week. Check the period picker before you save.

Shifts are saved with staff, times, stations, breaks, notes, the base-shift link and any shift pay — as relative days, so the template can be applied to any period.

Applying a saved template

1. Navigate to the period the template should go on
2. Click Verktyg ▸ Ladda mall
3. Pick a template from the list — it shows how many shifts it contains — and click Applicera
4. You get a preview notice showing which clashes the template would introduce: absence, availability, rest periods and rules for minors
5. Click Applicera once more to carry it out. If clashes are listed, the button reads Applicera ändå (Apply anyway)

The preview does not stop you. It just tells you what you are about to do, so you can choose deliberately.

Shifts are added as drafts — staff do not see them until you publish. Existing shifts in the period are untouched; the template lands alongside them. To clear the period first, use Kopiera vecka with "Overwrite existing shifts", or delete the shifts manually.

The bin icon in the list deletes a saved template.