Creating a schedule import file

Click here to download the templates:

• Fixed shifts
  • Single job schedule import for Fixed shifts
  • Multiple job schedule import for Fixed shifts
• Open shifts
  • Single job schedule import for Open shifts
  • Multiple job schedule import for Open shifts

Below explains the format for your schedule import file and the required columns:

• Job Code
  • Mandatory when importing into multiple jobs
  • Enter the unique job code
  • Note that this is only applicable and required for uploading a schedule over multiple jobs so the system can identify which job to upload each shift to.
    • Details for uploading a schedule over multiple jobs: Importing a schedule into multiple jobs
• Shift id
  • Not mandatory
  • Ability to add a custom ID for each shift
  • Each Shift ID has to be a unique number
  • Important: A Shift ID can only be used if you have 1 shift per row, therefore the number added into the Qty column cannot be greater than 1
• Team id 
  • Not mandatory 
  • Ability to add team names to shifts for grouping into teams
  • Can be numbers and/or letters
• Staff 
  • Not mandatory 
  • This column allows you the ability to book staff to shifts via the schedule import file
  • You can use the staff name full name, email or staff id. It does have to match exactly
  • Important: Staff can only be added if you have 1 shift per row, therefore the number added into the Qty column cannot be greater than 1
  • Note: This will not automatically send out a confirmation email. This will need to be sent using With selected > Send confirmation email in the Shifts page of the job
• Venue 
  • Mandatory
  • If using the Location database, this must match the name of the venue exactly
  • If importing without using the internal venue database please specify the venue name
• Address
  • Mandatory
    • This column is not required and will be ignored when your schedule is using the Locations database
  • Enter the full address of the venue including a postcode
  • Note: Incorrect addresses can lead to the address not being geocoded and therefore issues with staff not finding the location and not being able to check in/out
• Notes
  • Not Mandatory
  • Add notes here for staff that relate to the shift or venue that would be of importance for their shift at that location.
• Date 
  • ​​​​​​​Mandatory
  • Date to be entered as dd-mm-yy or dd/mm/yyyy
• Role
  • ​​​​​​​Mandatory
  • You can use the full role name or you can use the role Short name. This short name can be created/found in Settings > Staff options > Staff roles > Edit
• Qty
  • Mandatory
  • Enter the quantity of this role
  • For a Fixed-shift schedule
    • If you are importing for a Fixed-shift schedule with a Shift ID or adding staff into the Staff column above this quantity cannot be greater than 1
  • For an Open-shift schedule
    • If you are importing for an Open-shift schedule the shift quantity can be greater than 1 when importing with and without staff booked using the Staff columns above
• Currency 
  • Mandatory if you have multiple currencies enabled
  • Enter your currency as the 3-digit currency code (GBP, EUR, USD, AED)
• Rate
  • Mandatory
  • Enter the role rate as numbers only up to two decimal places
  • To use the default role rates in the system add a '#' to this column. Default rates are added:
    • Via settings as global role rates. See: Staff roles with default rates and overtime
    • At job level to override the global role rate for that campaign only. See: Job actions
• Subs
  • Not mandatory
  • Enter the subs as numbers only up to two decimal places
  • Enter a '0' or leave blank if there is no sub amount.
• Expenses (Not required)
  • Enter Max Expenses allowance
    • If staff are allowed to claim expenses you must enter an amount higher than zero, and up to two decimal places only, for them to be able to claim. They can claim higher than the amount you enter but they will receive a warning that they are about to claim over the limit.
  • Enter '0' or leave blank if staff are not allowed to claim expenses
• Bonus
  • Not mandatory
  • Enter the subs as numbers only up to two decimal places
  • Enter as '0' or leave blank if there is no bonus amount.
• Fines
  • Not mandatory
  • Enter the fine as numbers only up to two decimal places
  • Enter as '0' or leave blank if there is no fine amount.
• Shift start
  • Mandatory for a Fixed-shift schedule
    • This column is ignored when imported into an Open-shifts schedule
  • Enter the start time in the format hh:mm or hh:mm:ss
• Shift stop
  • Mandatory for a Fixed-shift schedule
    • This column is ignored when imported into an Open-shifts schedule
  • Enter the finish time in the format hh:mm or hh:mm:ss​​​​​​​
• Days to complete
  • Mandatory for an Open-shift schedule
    • This column is ignored when imported into a Fixed-shifts schedule​​​​​​ 
  • Please enter the days as a number only from 1-90
• Shift break
  • Not mandatory
    • This column is ignored when imported into an Open-shifts schedule
  • If you are giving a break and want to let them know or just add it to the system add a number in here for the number of minutes.
  • Leave blank if a break is not given.
• Shift break paid
  • ​​​​​​​Not mandatory
    • This column is ignored when imported into an Open-shifts schedule​​​​​​​
  • Leave blank for a break that is not paid.
  • Enter the number of minutes of the break that is paid.