If a previously created master schedule template needs to be updated, you can do so as follows:

Note: For information about the entire process of using schedules in TAA, go to The Process of Using Schedules. For details on how to add a new master schedule template, see Creating a Master Schedule Template.

Caution: If employees have already had the master template assigned to them, your updates will not carry over to their work schedules; their schedules will have the shifts exactly as they were before you made any edits. You'll need to assign the schedule to them again for the modified template to appear on their time cards, as shown in Assigning Schedules to Employees.

  1. Click >> Master Schedule Templates.

    The Master Schedule Templates screen will appear and show your first template, alphabetically.
      
  2. Click the Select Master Template drop-down arrow (to the top right of the time grid) and select the name of the template you need to edit.
    Note: You can find it more quickly by typing part of its name in the box, which will limit the drop-down list to just results that include the text you entered.
  3. Double-click anywhere within the time grid.
     
    The Edit Template Name screen will be displayed.
      
  4. To change the name of the template, select the text in the Template Name field and type the new one.
    Note: This should be one of the categories of schedules you planned for in step 2 of The Process of Using Schedules.
  5. You can update the description by selecting the text in the Description field and typing new details for the master schedule template. Make sure to include what shifts the schedule covers (and perhaps the employee type it applies to), such as "Bus aide - Mid-day from 10 to noon and afternoon from 3:00 to 5:00."
     
  6. If you performed step 4 or 5, click Save in the Template section.
     
    You'll see the current shifts in the Shifts in Template section.
     
  7. To modify the first shift, click  to the left of its job type name (Bus Route in the preceding figure).
     
    The shift details will be displayed.
      
  8. To change the shift hours, follow these steps:
     
    1. Click the Start Time time picker and select the time the first shift begins from the drop-down list.
      Note: Alternatively, you can select the time value and type the beginning time, using the HH:MM:SS XM format (where X is A or P, depending on the time of day).
    2. Click the End Time time picker and select the hour the first shift should finish from the drop-down list (or select the current time and type the new value).
       
  9. To change the job type, click the Job Type drop-down arrow and select the job the edited shift will have associated with it.
     
  10. If this shift is for multiple drivers with multiple vehicles (or isn't for a driver or bus monitor at all), you should set (or leave) Choose Vehicle to a value of None.
    Note: You can specify the assigned vehicles for the drivers later by modifying each schedule separately (step 5 of The Process of Using Schedules), as shown in Editing an Employee's Schedule.
    If your organization is small (with only a handful of drivers) and this template belongs to an individual driver, you can click the Choose Vehicle drop-down arrow and select the vehicle they usually operate.
     
  11. To change the days of the week of the schedule, select or deselect the Frequency toggles. ( means selected, and  deselected.)
     
  12. Click Save Shift.
     
    The first shift will be updated in the Shifts in Template area.
       
  13. If there is a second shift that needs editing, repeat steps 7 through 12 for it.
     
  14. Repeat step 13 for all the shifts that need to be updated for the master template.
     
  15. If you need to add a new shift altogether, you can do so as follows:
    Caution: Be aware that drivers can have only ONE schedule assigned to them. So don't try to create separate master schedule templates for morning and afternoon shifts, thinking you will be able to assign both to a single driver. Each employee will need a schedule that includes all their morning, mid-day, and afternoon shifts.
     
    1. In the Add Shift area, click the Start Time time picker and select the time the new shift begins from the drop-down list (or select the 12:00:00 AM value and type the beginning time).
       
    2. Click the End Time time picker and select the time the shift should finish from the drop-down list (or type the value).
       
    3. Click the Job Type drop-down arrow and select the job type the new shift will have associated with it.
       
    4. If this shift is for multiple drivers with multiple vehicles (or isn't for a driver or bus monitor at all), you should leave Choose Vehicle at its default selection of None.
       
      If your organization is small (with only a handful of drivers) and this template is for an individual driver, you can click the Choose Vehicle drop-down arrow and select the vehicle they usually operate.
       
    5. Select the Frequency toggles for the days of the week of the schedule. ( means selected, and  deselected.
       
    6. Click the Add Shift button.
       
      The new shift will appear in the Shifts in Template area.
       
  16. Repeat step 15 for all the shifts you need to add to the master template.
     
  17. If you need to remove one of the shifts, follow these steps:
     
    1. Click  to the left of its job type name to expand its details.
        
    2. Click Delete Shift.
       
      A warning dialog box will appear.
        
    3. Click Yes.
       
  18. When you are finished reconfiguring and adding shifts, you can click  at the top right to return to the Master Schedule Templates screen, which will show the updated schedule on a time grid (which is how it will appear on your employees' time cards).
     

Caution: As mentioned earlier, you now must assign the edited master template to any employees who need it, even if they previously had it set as their schedule. Your changes will not appear on their work schedules if you don't. (See Assigning Schedules to Employees.)