Managing Schedule Presets

⚡ What Are Schedule Presets?

Schedule Presets are reusable, preconfigured shifts that help you build out your schedule without re-entering the same shift details every time. Each Preset can include the Position it applies to, the days it's available, its start and end times, and a base cost, so adding a shift to the Scheduler is as simple as selecting the right Preset.

Schedule Presets are especially useful for recurring shifts, such as an opening or closing shift for a specific role, since you only need to set up the details once and reuse them going forward.

💡 | Tip: Looking to have the platform build and assign your schedule for you, instead of placing each shift manually? Schedule Presets are also the foundation of Auto Scheduling. Check out our Setting Up & Managing Auto Scheduling article to learn how they power an automated schedule.

🔎 Why Use Schedule Presets?

Here are some common reasons teams use Schedule Presets:

• Saving setup time: Add a shift to the Scheduler in a few clicks instead of entering the same details each time. 
• Keep shifts consistent: Standardize recurring shifts, such as opening or closing roles, so the same details are used every time the shift is scheduled.
• Supporting accurate labour costs: Attach a base cost to each Preset so labour costs are calculated properly whenever the Preset is used.
• Covering multiple roles at once: Apply the same Preset to more than one Position when they share identical shift details.

📋 Topics covered in this article:

• Creating Schedule Presets (Manually or Auto-Creating)
• Editing Schedule Presets
• Duplicating Schedule Prese
• Deleting  Schedule Presets
• Bulk Deleting Schedule Presets
• Using a Schedule Preset to Build a Shift
• Frequently Asked Questions About Schedule Presets

📚 Related articles:

• Creating & Adding Shifts
• Creating & Utilizing Schedule Templates
• Setting Up & Managing Auto Scheduling
• Check out our dedicated Scheduler section to find how-to guides, FAQs, and more.

🔐 Access required

Schedule Presets are part of the Scheduling feature and are available on the Signature or Supreme package.

Who can manage Schedule Presets?

• Super Administrators: Full access to create, edit, and delete Schedule Presets, and to use them when building shifts.
• Team Administrators: Can manage these if the View/Update the Scheduler permission is enabled for the relevant Position(s). If you are unable to access, please confirm your permissions with a Super Administrator.

Creating Schedule Presets

Before you can create a Schedule Preset, make sure the relevant Employee Positions are already set up in your account. This is a foundational requirement; if not set up, you won't be able to save the Schedule Preset. 

There are two ways to create a Schedule Preset:

• Manually Creating Schedule Presets
• Auto-Creating Schedule Presets

📌 | Note: If you're looking for the full steps on setting up Schedule Presets for Auto Scheduling, see the dedicated section in our Auto Scheduling article.

Manually Creating Schedule Presets

Manually creating a Schedule Preset is a great option when you already know the exact shift details you want to standardize, like a shift's start and end times, that stay consistent week to week. This gives you full control over every field from the start, rather than waiting for shift history to build one for you.

1. Click the Scheduler tab.
2. On the left-hand navigation bar, click Schedule Presets.
3. The Schedule Presets page will load, and click Add Schedule Preset.
4. From the Add Schedule Preset builder, fill in the following:
   1. Under Label, enter the title of the Preset.
      📌 | Note: This is visible to employees when a shift with this Preset is assigned to them.
   2. Under Position, select the Position(s) the Preset applies to.
      📌 | Note: This determines which Positions can be assigned a shift using this Preset.
   3. Under Days Available, check or uncheck Sunday through Saturday to set which days the Preset can be used.
      💡 | Tip: Uncheck any days you don't want this shift scheduled on. This helps both your team and the platform understand when the shift can and can't be used.
   4. Under Base Cost, enter the dollar amount associated with the Preset.
      📌 | Note: Think of this as the average cost of the shift. We recommend always filling this in, so labour costs are calculated properly. 
   5. Under Start Time, set the start of the shift by the hour, minute, and AM/PM. 
   6. Under End Time, set the end of the shift by the hour, minute, and AM/PM.
5. Once done, click Add Preset.
6. The page will refresh. Review the newly created Schedule Preset in the list, and edit, copy, or delete it as needed.

Auto-Creating a Schedule Preset

Instead of building each Schedule Preset from scratch, you can generate presets from your account's own history. Before the platform can generate, it looks for a few prequalifying conditions in your shift history:

• A shift pattern must appear at least 3 times in the last 8 weeks to become a Preset. If a Preset with the same Position, times, and days already exists, no duplicate will be created.
• Employees who worked that exact shift pattern at least 2 times in the last 8 weeks are attached to the new Preset as qualified employees. If only one employee qualifies, they're set as the primary employee for that Preset.
• Only regular scheduled shifts are considered; House Shifts are excluded from these qualifications.

1. Click the Scheduler tab.
2. On the left-hand navigation bar, click Schedule Presets.
3. The Schedule Presets page will load, and click Generate Schedule Presets.
4. Select the Position(s) to customize which roles you want generated, or Leave Blank to include all.
5. Once ready, click Generate.
6. A pop-up titled Success will appear, it'll list out what positions had schedule presets created and how many (e.g. Payroll Coordinator: 1), click OK to close out. 
   📌 | Note: If no Presets could be created, you'll see a Warning pop-up instead, letting you know none were created based on your past schedules. Click OK to close it.
7. The page will refresh. Review the new auto-generated Presets in the list, and edit, copy, or delete them as needed.
   💡 | Tip: Auto-generated Presets have "(Auto Generated)" included in the title, so you can tell them apart from the ones you built manually.

Managing Existing Schedule Presets

Once Schedule Presets are created, you may need to review, update, reuse, or remove them over time as roles, shifts, or business needs change. All of the following actions are available directly from the Schedule Presets list.

Editing Schedule Presets

1. Click the Scheduler tab.
2. On the left-hand navigation bar, click Schedule Presets.
3. The Schedule Presets page will load, listing all existing Presets.
4. Locate the Preset you want to update, and under Edit, click the pencil icon.
5. The Schedule Preset details will open. Make the necessary changes.
6. Once done, click Update Preset, and you'll be taken back to the Schedule Presets page.

Duplicating Schedule Presets

Duplicating or copying a Preset is useful when a new Position needs the same shift details as one you've already built, like the same start and end times or the same base cost.

1. Click the Scheduler tab.
2. On the left-hand navigation bar, click Schedule Presets.
3. The Schedule Presets page will load, listing all existing Presets.
4. Locate the Preset you want to copy, and under Edit, click the copy icon.
5. The Schedule Preset details will open, pre-filled with the original Preset's details.
6. Assign a different Position and make any other necessary changes.
7. Once done, click Add Preset, and the page will refresh, adding the duplicated Preset to the list.

Deleting Schedule Presets

⚠️ | Warning: Deleting a Schedule Preset cannot be undone. Make sure you no longer need it before proceeding.

1. Click the Scheduler tab.
2. On the left-hand navigation bar, click Schedule Presets.
3. The Schedule Presets page will load, listing all existing Presets.
4. Locate the Preset you want to remove, and under Edit, click the trash can icon.
5. A confirmation pop-up titled Delete Preset will appear. Click OK to proceed or Cancel to exit.
6. If OK is selected, the page will refresh, and the Preset will be removed from the list.

Bulk Deleting Schedule Presets

⚠️ | Warning: Bulk deleting Schedule Presets cannot be undone. Make sure you no longer need any of the selected Presets before proceeding.

1. Click the Scheduler tab.
2. On the left-hand navigation bar, click Schedule Presets.
3. The Schedule Presets page will load, listing all existing Presets with a checkbox to the left of each.
4. Click Select All, or check the box(es) next to each Preset you want to remove.
5. Once done, click Delete.
6. A confirmation pop-up titled "Delete [X] Presets" will appear, showing the number of Presets selected. Click Delete Presets to proceed or Cancel to exit.
7. If Delete Presets is selected, the page will refresh, and the selected Presets will be removed from the list.

Using a Schedule Preset to Build a Shift

Once a Schedule Preset is created, you can apply it directly to a shift on the Scheduler instead of entering the shift's details manually.

1. Click the Scheduler tab.
2. On the left-hand navigation bar, click Weekly Schedule.
3. To adjust how you view the Scheduler, click the drop-down menu next to Employees, and select either Employees,  Employees Unique, Positions, or Daily. 
4. Hover over the relevant employee, and click the plus icon.
5. In the Add a Shift pop-up, fill in the relevant details:
   1. Under Position and Employee, these will either be pre-filled based on how you view the Schedule. Adjust as needed. 
   2. Under Tag, select a Tag, if applicable. 
   3. Under Presets, select the relevant Schedule Preset. 
   4. The Start and End Times will be pre-filled based on the chosen Schedule Preset. Click and adjust the times if applicable.  
   5. Under Breaks, click the drop-down and select the relevant break type, if applicable.
      📌 | Note: Only available with the Advanced Breaks or Break Compliance feature. Contact the PUSH Support Team if you'd like this enabled.
   6. Under Comments, add any notes about the shift, if applicable. 
      ⚠️ | Warning: This is visible to employees.
   7. Once done, click Confirm. 
6. You'll be taken back to the Scheduler, where the new Shift will appear!
7. Repeat steps 4-8 to continue building your Schedule! 

Frequently Asked Questions About Schedule Presets

Have questions about creating or using Schedule Presets? Whether you're wondering about applying one Preset to multiple roles or how Presets tie into Auto Scheduling, this section provides quick answers to help you use Schedule Presets with confidence.

Q: Can I use the same Preset for more than one Position? 
A: Yes. Under Position when creating a Preset, you can select multiple Positions that share the same shift details, such as a server and a bartender who both work an identical training shift.

Q: I already have Schedule Presets set up. Do I need to make any changes to use Auto Scheduling? 
A: Your existing Presets can be used as-is, but Auto Scheduling adds a few extra settings directly on the Preset builder, like Priority and Preferred Employees and marking a shift as Required, so the platform knows how to assign it automatically. For more details, see the Setting Up & Managing Auto Scheduling article.

Q: What's the difference between manually creating a Preset and auto-generating one? 
A: Manually creating a Preset means building it yourself, one at a time. Auto-generating uses your account's own shift history to create Presets for you, based on patterns that repeat often enough to qualify. See the Creating a Schedule Preset section above for details on both.

Q: What happens if I no longer need a Schedule Preset I created? 
A: Schedule Presets can be deleted from your account. See the "Deleting a Schedule Preset" section above for steps, whether performed individually or in bulk. Just keep in mind that this can't be undone.

Additional Information

Need further help? Refer to our Getting Help & Contacting Support article for the latest support options and ways to connect with our team.