Do you already have a schedule that works for you?

Rapidly fill your next schedule with shifts based on your past schedule.

You can quickly copy single shifts, a day's worth of shifts or shifts from a week or two week or four week period. You can also select which work area's shifts to copy.  

Note: it is not possible to copy an entire month's schedule to another month since the total days in each month vary from month to month.


Before you begin

To copy shifts you will need to have Supervisor, Location Manager, or System Administrator access. However, if you are a Supervisor, you will not be able to see the shift costs.

When copying shifts, Deputy will run checks to determine that the team member is still available. If the team member is not available (already working elsewhere, on leave, unavailable, stressed, or not added to the location you are trying to copy to) the shift will not be copied across and it will be highlighted in red for you. This will also be displayed in the shift copy dialogue as shown below.

Note: Deputy is in the process of improving the scheduling experience across all of the views available in the Schedule tab so you may find the copy process slightly different depending on which view you are using.

Let's review all the ways you can copy shifts.


Copying a single shift

Once you have created a single shift, it's easy to make a copy.

1. Click on the desired shift - you'll know you've selected it when it turns dark purple.

2. To copy the shift, click on Copy that appears on the shift or just hit C on your keyboard. The shift you are copying will now flash.

3. Select the desired date and area on the schedule where you want to paste the shift. You'll see the background turn light blue.

4. Click on the clipboard icon that appears or just tap V on your keyboard to paste the shift.

In the example below, viewing the schedule in Week by Area view, the shift was copied to the following day in the same area.

The example is repeated below in the Week by Team Member view on the schedule, copying the shift from one day to the next.

Note: if you change your mind about the shift you wish to copy and want to exit copy mode just hit Esc on your keyboard.


Copying a day's schedule

You can copy the shifts for an entire day and paste them into another day in the schedule.

1. On the Schedule tab, select the Day View (in either Area or Team member view) and use the date selector to view the day you wish to copy.

2. Click Copy Shifts.

3. Select Copy to next day (to copy to the very next day in the schedule) OR select Copy to next day(s) (to select the exact dates you wish to copy the shifts to) then click Continue.

4. Select the future day or days you wish to copy the shifts to then click Continue.

5. Select or deselect which area's shifts you wish to copy, then click Start Copy.

6. Once the shifts have copied over to the new date(s) click OK, Done!

Don't forget to Publish your newly copied shifts.

You can also follow the same process as described above to copy a day's shifts in Day by Team member view as shown below.


Copying a week's schedule

The process for copying a week's schedule to another week will be slightly different depending on whether you view the schedule in Week by Area or Week by Team member view:

Week by Area view

1. On the Schedule tab, select the Week by Area view and use the date selector to view the week you wish to copy.

2. Click Copy and select Copy Shifts.

3. Select whether you want to copy the week's shifts to next week or click on Advanced to select the specific date range you wish to copy to. You can also select which areas shifts you wish to copy across. When you have made your selections, click Copy.

4. Once the shifts have been copied across to the selected week click Done and don't forget to Publish your new shifts.

Note that when using the Copy shift feature if you are viewing a future week in the Schedule, it's also possible to select the option Copy from previous week to copy shifts from a schedule that is already populated.

Week by Team member view

1. On the Schedule tab, select the Week by Team member view and use the date selector to view the week you wish to copy.

2. Click Copy Shifts.

3. Select Copy to next week (to copy to the very next week in the schedule) OR select Copy to other week(s) (to select the exact dates you wish to copy the shifts to) then click Continue.

4. Select the future week or weeks you wish to copy the shifts to then click Continue.

5. Select or deselect which area's shifts you wish to copy, then click Start Copy.

6. Once the shifts have copied over to the new date(s) click OK, Done!

Don't forget to Publish your newly copied shifts.


Copy a 2 week schedule

The process for copying a 2-week schedule to another week will be slightly different depending on whether you view the schedule in 2 Weeks by Area or 2 Weeks by Team member view:

2 Weeks by Area view

1. On the Schedule tab, select the 2 Week by Area view and use the date selector to view the week you wish to copy.

2. Click Copy and select Copy Shifts.

3. Select whether you want to copy the 2-week's shifts to the next 2 week period or select Advanced to select the specific date range you wish to copy to. You can also select which areas shifts you wish to copy across. When you have made your selections, click Copy.

4. Once the shifts have been copied across to the selected week click Done and don't forget to Publish your new shifts.

Note that when using the Copy shift feature, if you are viewing a future week in the Schedule, it's also possible to select the option Copy from previous 2-week period to copy shifts from a schedule that is already populated.

Week by Team member view

1. On the Schedule tab, select the 2 Week by Team member view and use the date selector to view the 2 week period you wish to copy.

2. Click Copy Shifts.

3. Select Copy to next 2-week period (to copy to the very next two weeks in the schedule) OR select Copy to next 2-week period(s) (to select the exact dates you wish to copy the shifts to) then click Continue.

4. Select the future 2-week period(s) you wish to copy the shifts to then click Continue.

5. Select or deselect which area's shifts you wish to copy, then click Start Copy.

6. Once the shifts have copied over to the new date(s) click OK, Done!

Don't forget to Publish your newly copied shifts.


Copy a 4-week schedule

Four weeks of a schedule can only be copied to another date period from within the 4 week Team member view.

1. On the Schedule tab, select the 4 Week by Team member view and use the date selector to view the 4 week period you wish to copy.

2. Click Copy Shifts.

3. Select Copy to next 4-week period (to copy to the very next four weeks in the schedule) OR select Copy to next 4-week period(s) (to select the exact dates you wish to copy the shifts to) then click Continue.

4. Select the future 4-week period(s) you wish to copy the shifts to then click Continue.

5. Select or deselect which area's shifts you wish to copy, then click Start Copy.

6. Once the shifts have copied over to the new date(s) click OK, Done!

Don't forget to Publish your newly copied shifts.


Other ways to quickly complete your schedule

Repeating shifts

If your schedule remains largely the same, you can create a shift and have that shift repeat:

  • again the next day

  • for the rest of the week

  • on specific days you set

1. Create a new shift in the Schedule and complete the required shift details such as who is working, work area, start and end times, break details etc.

2. When you are ready to save the new shift, click on the arrow next to Save. Select your desired repeating schedule.

3. If you select Repeat for specific days, then a pop up will appear and ask you to select the days you want the shift to repeat on in the week you are viewing, then click Apply.

4. The repeating shifts will be created in the schedule. Don't forget to Publish your shifts.

Clone Shifts

If you need to create multiple identical Open or Empty shifts you can clone a new shift.

1. Create a new Open or Empty shift in the Schedule and complete the required shift details such as work area, start and end times, break details etc.

2. When you are ready to save the new shift, click on Shift Actions then Clone.

3. Enter the number of cloned shifts you would like to create and click Ok. In this example, we selected 10 shifts.

4. 10 identical shifts will be populated in the Schedule. Don't forget to Publish your new shifts.

Schedule Templates

Schedule Templates are a way that you can save an 'ideal' schedule that you have already set up to load into another time period.

Therefore, you will need to have a populated Schedule page set up before you can create a Schedule Template.

Schedule Templates are location specific and are only used for:

  • daily schedules

  • weekly schedules

  • 2-weekly schedules

Note: there is no option for a monthly schedule template. As there are a fixed number of hours in a day and days in a week and fortnight, shifts in these time periods can be successfully applied to another timeframe of the same length. However, since each month has a variable number of days in it, monthly templates would not operate effectively in this way.


Read more at Schedule Templates.

Did this answer your question?