How to Import a Schedule
Follow these steps to import your schedule using an Excel template. This is the most efficient way to set up complex rotations and employee assignments.
Step 1: Create the Schedule Container
- Go to Menu > Set up Schedules.
- Under the Select Schedule dropdown, click on New Schedule.
- Enter the Name (e.g., "Bid 10") and select the Date Range.
- Click Create Schedule.
Step 2: Prepare Your Excel File
Download template: see attached file below
Important Requirements:
- File Format: The file must be an Excel (.xlsx) file.
- Groups: Any Group name can be used; it does not need to match existing groups in the system.
- Unique Shifts: Shift names must be unique. If a duplicate is found, the system will use the second item in order.
- Employees: Adding a name to the Employee column adds them to the schedule while keeping the Shift Slot Name.
- Note: If a name does not match an employee in the system, you will receive an error message.
- Day Columns:Name the day columns in one of two ways. Don't mix the two in one file.
- Day 1, Day 2, Day 3… works for a rotation of any length. Day 1 is the first day of the schedule's Date Range. For example, use Day 1 through Day 3 for a 3-day rotation, or Day 1 through Day 14 for a 14-day rotation.
- Mon, Tue, Wed… (or Monday, Tuesday…) works for 7-day weekly schedules only. Each column is placed on its weekday no matter which day the schedule starts, so a schedule that starts on a Tuesday still lines up correctly.
- Rotation Length: The number of day columns sets the length of the rotation. To add more days, add columns for Day 8, Day 9, etc.
- Days Off: Leave the cell blank or enter X or -.
Sample Formatting (7-Day Pattern, Day Numbers)
| Group | Shift | Employee | Activity | Day 1 | Day 2 | Day 3 | Day 4 | Day 5 | Day 6 | Day 7 |
|---|---|---|---|---|---|---|---|---|---|---|
| Patrol A | A-01 | Patrol | 0700-1500 | 0700-1500 | 0700-1500 | 0700-1500 | 0700-1500 | X | X | |
| Patrol A | A-02 | Patrol | 0700-1500 | 0700-1500 | 0700-1500 | 0700-1500 | 0700-1500 | X | X | |
| Patrol A | A-03 | Patrol | X | X | 0700-1500 | 0700-1500 | 0700-1500 | 0700-1500 | 0700-1500 | |
| Dispatch | D-01 | Dispatch | 1500-2300 | 1500-2300 | X | X | 1500-2300 | 1500-2300 | 1500-2300 | |
| Dispatch | D-02 | Dispatch | 1500-2300 | 1500-2300 | X | X | 1500-2300 | 1500-2300 | 1500-2300 | |
| Dispatch | D-03 | Dispatch | X | X | 1500-2300 | 1500-2300 | 1500-2300 | 1500-2300 | 1500-2300 |
Sample Formatting (Weekly Schedule, Weekday Names)
| Group | Shift | Employee | Activity | Mon | Tue | Wed | Thu | Fri | Sat | Sun |
|---|---|---|---|---|---|---|---|---|---|---|
| Patrol A | A-01 | Patrol | 0700-1500 | 0700-1500 | 0700-1500 | 0700-1500 | 0700-1500 | X | X | |
| Patrol A | A-03 | Patrol | X | X | 0700-1500 | 0700-1500 | 0700-1500 | 0700-1500 | 0700-1500 |
Step 3: Upload the File
- On the Save button, click the dropdown arrow.
- Select Upload Schedule.
- Select your prepared Excel file and click Import.
Note: All existing data on the schedule will be overwritten upon import.
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