How to Link Shifts Using Import?

In this section, we will explain how users can link shifts using the import functionality. This article explains important concepts associated with linking shifts via import.

This article covers the following topics:

• What are the preconditions for linking Shifts using the import functionality?
• How to successfully link two shifts?
• How to successfully link more than two shifts?
• How to successfully link shifts via shift number?
• How to commit talent in linked shifts?
• What are the rules for linking shifts during the import process?

What Are the Preconditions for Linking Shifts Using the Import Functionality?

Certain preconditions must be met for shifts to be successfully linked through imports. These preconditions are: 

• The Shifts should not be of the same date; instead, they must be of the progressive date/time to avoid overlap errors.
• The quantity in the two Shifts should be the same. Otherwise, an error is generated.
• If the Shifts have talent, the talent should be identical in both Shifts. The same talent with similar status in both Shifts is mandatory for Shifts to be linked.
• The Shifts should have the same entitlement in Position.

How to Successfully Link Two Shifts?

To import and link Shifts simultaneously, add the name of the Shifts in the “Link Shift(s)” column. Both Shifts will be created first and linked afterward. Please note one cannot link a Shift with itself.

Note that the Shift name in image 2 is in the Linked Shift column in image 1.

We can use both Shift name and Shift number for linking.

How to Successfully Link More Than Two Shifts?

To import and link a Shift, one must add the Shift name in the “Link Shift(s)” column of the import template. In the screenshot below, two Shifts have been linked to the current Shift.

Note the data in the two columns: Linked Shift(s) first column and Shift Name (last column).

The names of the Shifts are displayed in lateral rows under the Linked Shift column, such as Shift 8 and Shift 9. These Shifts are also listed in the Shift Name column, meaning we can link Shifts from the same import to each other.

Once the file is executed, the three Shifts shown in the screenshot will be successfully linked. Our import feature enables users to create new Shifts and link them directly within the same import file.

Note: After a group of Shifts has been linked, it cannot be linked to another Shift, whether through the import feature or manual operations.

How to Successfully Link Shifts via Shift Number?

Shifts can also be imported and linked through the Shift number. To achieve this, an existing Shift with an assigned Shift Number is required. The system will update the Shift corresponding to the provided Shift Number.

In the image above, the Shift Number is specified in the Shift Number section, and the Shift Name, which will be updated, has also been provided.

In the image above, the Shift Number is provided in the Linked Shift column. The Shifts will be linked if the Quantity and committed Talent are identical.

How to Commit Talent in Linked Shifts?

If you want to ensure the same Talent is committed across the Shifts, the Talent listed in the committed column of each Shift must be identical. 

What Are the Rules for Linking Shifts During the Import Process?

Specific rules must be followed to link the Shifts during the import process. These are: 

Rule 1: Same Talent email addresses in Committed Talent Column.

Rule 2: Shift Quantity should be the same in the Shifts being linked.

Rule 3: Shifts should not overlap each other.

Rule 4: Talent should not go into overtime when committed to Shifts.

Rule 5: Talent committed to one Shift must not be committed to another overlapping Shift.

In the above case, we want to create these two Shifts, link them, and commit the same talent to both of them. 

All 5 rules are satisfied in the above example. Upon import, Shifts will be created and linked successfully with the talent committed to both Shifts.