How to Import Recap Templates into a Shift?

You can quickly add recap templates to shifts by using the Import feature. This saves time and allows bulk configuration of recaps.

The following fields can be used to add recap templates to a shift:

• Check-in Recap Template Name
• Check-in Recap Required (0,1, Yes, No)
• Check-out Recap Template Name
• Check-out Recap Required
• Job Complete Recap Template Name
• Job Complete Recap Required
• Mid-point Recap Template Name
• Mid-point Recap Required
• Mid-point Recap Point ( Exact at the mid-point, After Shift starts, Before Shift ends)
• Mid-point Recap Offset  (this needs to be added in seconds, e.g., to add a 5 min offset, add 300 in this column)

Setting the Required Recap

To mark a recap as required or not, you can use any of the following values:

• Yes (Required)
• No (Non-Required)
• 1 (Required)
• 0 (Non-Required)

Adding Recap Templates Through Import

Check-in Recap Template Name: Check-in

Check-in Recap Required: Yes

Check-out Recap Template Name: Check-out

Check-out Recap Required: 1

Job Complete Recap Template Name: Job Complete Recap

Job Complete Recap Required: 1

Mid-point Recap Template Name: Mid-point Recap

Mid-point Recap Required: Blank (Default required value will be used)

Mid-point Recap Point: After Shift starts

Mid-point Recap Offset: 300

After the shift import, the following templates have been added:

Mid-point template is imported with the settings mentioned in the CSV file.

Default Settings

If some recap fields are left empty in your import file (CSV file), the system will apply default settings from the portal configuration.

For example, if you only enter the recap names and skip the “Required” or “Recap Point” values, the system will fill in the blanks using your default rules.

The default recap configuration settings saved on the portal are:

When the shift is imported, all added templates will appear with ‘Required’ marked as ‘Yes’.

Mid-point recap will be added with default settings.

Partial Success Cases

Sometimes your import might only partially succeed. Here are the most common reasons:

Case 1: Mind-point Offset Exceeds Shift Duration

If the mid-point offset provided is greater than the shift Duration. A partial success message will appear in Import.

Example: 

Shift duration is 4 hours

Mid-point Offset: You set Mid-point Offset to 14,700 (4hrs. 5mins.)

Mid-point Point: Before Shift ends

🡒 Result: Partial success message appears; Shift imports, but the mid-point recap is not added to the shift.

Case 2: Offset Value Not Supported

If an offset value provided does not exist in the drop-down, a partial success message will appear.

Example: 

Mid-point Offset: 600, i.e, 6 mins. You set Mid-point Offset to 600 (6 minutes), but it’s not listed in the dropdown options.

Mid-point Point: After Shift starts

🡒 Result: Partial success message appears; Shift imports, but mid-point recap is not added to the shift. 

Case 3: Invalid Template Name

 If a recap does not exist in the system, a partial success message will appear.

Example: 

You enter a recap template that doesn’t exist (e.g., Check-inABC)

Here, ‘Check-inABC’ does not exist. 

🡒 Result: Partial success message appears; Shift imports, but the recap is not added.

Case 4: Spelling Errors or Invalid Required Values

If a ‘Mid-point Recap point’ is misspelled. A partial success message will appear.

Example 1: 

You misspell After Shift starts

 🡒 Result: Partial success message appears; invalid recap entries are not added to the shift. 

Example 2: 

You use an invalid value, like Maybe, in the Required field.

🡒 Result: Partial success message appears; invalid recap entries are not added to the shift. 

Case 5: Invalid Offset Format

If a shift is imported with an invalid mid-point offset value, a partial success message will appear.

Example: 

You enter a non-numeric value like ggg in the MidPoint Offset field.

🡒 Result: Partial success message appears; Shift imports, but mid-point recap is skipped.

Updating Recap Templates via Import

You can also update existing recaps using the import file.

Case 1: Shift Created with Check In Recap

Let’s suppose a shift was created with the check-in recap template ‘Check In Recap’. This recap template can be changed to another recap through import.

‘CheckinRecap template name’ is changed to ‘Check-in’, and ‘Checkin Recap Required’ is set to ‘No’.

After the shift is updated through import, the Check-in template is updated, and the “Required” field is set to No.

Case 2: Shift Imported with ‘Exact at the mid-point’ 

Let’s suppose a shift was imported with mid-point recap point, ‘Exact at the mid-point’, and the shift duration was 4 hours.

On the Portal, the default configuration settings are as follows:

Default settings will be used if the shift is updated through import, and the mid-point recap point / mid-point recap offset is empty. 

In this case, a partial success message will appear, as mid-point offset > shift duration.