Articles on: Team management

Applying employment templates and groups

An employment template is a saved set of working terms (contract type, dates, night time, limits, rates, work system) that you can apply to many employees in one move — instead of filling every profile in separately. A group (crew) brings together employees from one location who are scheduled as a unit. This article shows how to apply templates and assign groups in bulk from the "Team" tab.

Important: The employment templates themselves are defined and edited in the Configuring the company category — see Employment templates. Here you only apply them to employees.

Applying an employment template in bulk

The bulk operation gives the same employment conditions to many employees at once. You start it from the bulk action bar, which appears once you tick employees on the list.

Go to the "Team" tab and tick the employees (individual rows or everybody matching the filters).
From the bulk action bar open the "Quick assign" menu and choose "Apply employment template".
In the "Load a pay template" window search for and indicate the template, then click "Load".

The "Apply employment template" entry in the Quick assign menu

Choosing the template in the loading window

Caution: Loading a template overwrites the current employment conditions of the employees selected. Only the sections whose toggle is turned on in the template definition are overwritten — the employee's other settings stay as they are.

Remember: The "Quick assign" bulk actions (including applying a template) are visible to the Organisation Administrator, the Advisor and the Location Manager. For the Manager role that menu is hidden.

Assigning to a group (crew)

A group (crew) is a set of employees from one location who are scheduled together — they appear next to each other in the schedule. You assign employees to a group in bulk from the list or one at a time in the profile.

In bulk from the team list

Every employee selected has to belong to the same location — otherwise the entry is inactive with the hint "requires a single location".

Tick employees from one location on the list.
Open the "Quick assign" menu and choose "Assign to group".
In the "Group" field indicate the group (or leave "— No group" to detach the employees from a group) and click "Save".

Remember: The list only contains the groups defined in the main location of the employees selected. The groups themselves are created in the location — see Crew groups in a location.

One at a time in the employee profile

You assign a single employee to a group in their profile. Click the pencil "Edit" icon next to the employee, go to the "Settings" tab and, in the "Group" section, indicate the group in the "Assigned group" field (picking "— No group" detaches the employee). Save the changes with the "Save" button. If there is no group in the employee's main location, the field is disabled with the hint "No groups defined.".

The employee list, its columns and the remaining bulk actions are described in The employee list – columns, filters and bulk actions.

Updated on: 09/08/2026

Was this article helpful?

Thank you!