Your company, your shifts: shift templates in Flooptimize

Every job or event is different. As a business, you still have your own way of staffing those events. Each time you try to fill the next event a bit better, smoother, and more structured than the last. How you compose shifts is not something you invent from scratch every time — it should stay as consistent as possible.

A shift template locks in that type: what work, what role, in what situation, and what information a worker needs for this type of shift.

What is a shift template?

With a shift template you capture all the logic that belongs to a given type of shift.

1. Function — type of work (for example bar, kitchen, event, host)
2. Role — level or place in the crew (for example junior, senior, manager)
3. Situation — where this shift belongs (see below)
4. Fields — which data goes with this shift as required, optional, or off

That builds on functions and roles. First you define how your business works; then you make templates that make those combinations reusable.

Situation: where does this template belong?

The central question per template: in which situation does this work take place?

Shifts happen in different contexts and link to different things. Examples of what a shift can be tied to:

• Whole event — overarching work, for example event coordination
• Specific event day — work on one day, for example day lead
• Place on an event day — the most common: bar or food truck on Saturday, host at a zone on match day
• Fixed place / asset (event-wide) — loose shifts tied to a sales point, bar, or food truck, not necessarily one day (for example a driver delivering or collecting)
• No event — for example prep work in the warehouse
• Event optional — work that sometimes is, sometimes is not tied to an event

Why the context of a shift matters

This is close to the core of Flooptimize. You get off endless re-entering of the same information, constant file sharing, and inefficient, error-prone manual work.

You keep and plan everything in one logical chain.

Because shifts live in a given context, and because of the templates you built, it is clear which information should be visible to the worker scheduled on that shift.

A few examples

What the worker sees in the portal depends on the template’s situation — plus the fields you enabled on it.

Place on an event day

Shift tied to a sales point on one day. In the portal, among other things:

• Event (name, location)
• Event day (start/end time)
• Sales point and concept
• Colleagues on that shift
• Fields from the template (and products, if those are on)

Specific event day

Shift for the whole day, not per sales point. In the portal, among other things:

• Event and event day
• Role and function
• Fields from the template
  (no sales-point info — that does not belong here)

Whole event

Overarching shift, for example coordination. In the portal, among other things:

• Event
• Role and function
• Fields from the template
  (no day or sales-point detail unless you turn those fields on)

Fixed place / asset (event-wide)

Loose shift on a truck or bar, not necessarily one day. In the portal, among other things:

• Event and sales point
• Role and function
• Fields from the template (for example what to deliver or collect)

Fields: what information must or may be shared with the worker

Besides the context of the shift, you can select many fields on a shift template. Per field you can set:

• Required — must be filled in the backoffice
• Optional — may be filled or left empty
• Off — does not belong to this shift type; the worker does not need this info

Even when something is optional: by turning it on (as optional), you make room for that information when it exists — without forcing it on every shift.

Together with function, role, and situation, that drives automatic information through the employee portal: the worker sees on their shift what belongs to that template — type of work, role, times, place/context, and the fields you selected for this shift type.

So you no longer need to send staff files with information, including for last-minute changes.

In short: the template decides which info belongs to this kind of shift.

Why it is worth it

Flexible staff often need information per shift or per event. You or your planners spend a lot of time sending information and files. Workers ask many questions because things are hard to find, get overlooked, or nobody wants to dig.

What is missing? A central system with all the information that understands what is meant for whom. That is what Flooptimize does.

Examples: function + role

Templates are mainly logical combinations of what you already set up:

Food truck / event catering

• Kitchen senior
• Kitchen junior
• Event senior / event junior
• Driver (with the situation that fits you: for example fixed place / asset)

Staffing for events

• Bar manager
• Bar junior
• Kitchen senior
• Event senior / event junior

Sports / venue hospitality

• Hospitality manager
• Senior host / junior host
• Bar manager / bar junior

How templates land on a concrete event

On a new event you prepare the context (days, sales points, headcount). Shift rules and generation then apply your templates: concrete shifts appear with the right situation, function, role, and fields.

You still review and adjust. Shift generation is not automatic scheduling — it lays down your fixed shift setup without typing everything by hand. (More in the article on shift rules and generation.)

Adjusting on the event without changing the template

On this event you may still tweak: times, who is on it, fill optional fields or leave them empty. That does not change your template — unless you deliberately update the template because the standard has changed.

How does this fit the rest of Flooptimize?

• Before: functions and roles
• Here: shift templates (function + role + situation + fields → portal)
• Next: shift rules and automatic generation

Want to see how this fits your shifts? Book a demo or read the FAQ.