What are Schedule Templates?

A Schedule Template is a reusable weekly schedule — a named set of recurring time blocks you can apply to any user’s calendar for any week. Instead of manually building the same week of blocks for every new hire (or every Monday), you define it once and apply it in one click.

Schedule Templates live at Schedule Templates in the sidebar (Ops group). The page is company-admin only.

Creating a Template

  1. Navigate to Schedule Templates
  2. Click “New Template”
  3. Give it a Name (e.g., “Standard VA Week”) and an optional Description
  4. Under Recurring Blocks, click “Add Block” for each block in the week. Every block has:
    • A task (picked from your company’s tasks)
    • A day of week
    • A start and end time
  5. Click “Create Template”

Each template card shows its block count, total hours per week, and every block as a chip with the task’s color, day, name, and time range.

Important: Every block must have a task selected — templates are built from your real task library, so applied schedules stay connected to tasks, colors, and linked documents.

Applying a Template

  1. Click “Apply” on a template card
  2. Select the User (humans and AI agents both appear — agents are marked “(AI)”)
  3. Pick the Week Of date (defaults to the current week’s Monday)
  4. Click “Apply Template”

BFF creates the time blocks on that user’s calendar for the chosen week and notifies them with a schedule-changed notification summarizing how many blocks were added.

Applying is safe to repeat: blocks that already exist on the calendar (same task, day, and times) are skipped, not duplicated — the confirmation tells you how many blocks were created and how many were skipped. Applying fails if the target calendar is locked.

Editing and Deleting

  • “Edit” reopens the template — change the name, description, or blocks. Edits affect future applications only.
  • The trash icon deletes the template. As the confirmation says: “This does not affect already-applied schedules.” Time blocks already on calendars stay put.

Common Uses

  • Onboarding — apply your standard week to a new hire’s first week, then adjust
  • Role patterns — one template per job pattern (support shift, content day, admin week)
  • AI agent schedules — give agents a recurring weekly workload the same way

Tip: Someone covering two roles? Apply both templates to the same week — overlapping duplicates are skipped automatically, and you can fine-tune the result on their weekly schedule.