Import Shift

Importing Shifts Using a CSV File

In this section, we will discuss the details of importing shifts. You can add multiple shifts by importing a CSV (comma separated values) file that contains the relevant data. This article explains important concepts associated with importing shifts.

This article covers the following topics:

• What is shift number?

• How to enter the shift date and time?

• How are columns mapped when importing shift data?

• What is skip toggle?

What is Shift Number?

Every shift is associated with a unique, auto-generated shift number. Whenever a shift is created in the system, an auto-generated shift number is associated with the shift. This attribute defines the uniqueness of a shift.

• If the import file has a shift number that already exists in the system, the corresponding shift will be updated with the new information.

• If the import file has a shift number that does not exist in the system, the shift will be skipped.

• If the import file only has a shift name but does not have a shift number, a new shift will be created, and a corresponding shift number will be auto-generated.

Note: If we have the same shift name, the system will create a new shift with the same shift name but a different shift number.

How to Enter the Shift Date and Time?

There are two methods for adding Shift Date and Time in the import files:

Method 1: Start Date and Time:

In the first method, enter the Start Date and Time in a single entry as shown in column AY in the image below. The correct format is MM/DD/YYYY HH:MM (24-hour format). For example, 11/08/2024 09:00 represents November 8, 2024, at 9:00 AM.

Make sure to uncheck the other two columns, i.e., Start Date and Start Time, while importing the file.

Method 2: Start Date and Start Time:

In the second method, enter the Start Date and Start Time separately as shown in column AX and column AZ in the image below. The correct format is MM/DD/YYYY for Start Date and HH:MM AM/PM for Start Time. For example, 12/11/2024 and 4:00 PM.

When data is in the columns Start Date and Start Time, the other column (Start Date and Time) does not require the values and must be unchecked at the time of import. 

How to Import Shifts Using Separate Start Date and Start Time Columns?

Below is a sample file to execute the Shift Import with the Start Date and Start Time columns filled. The Same Shift Name and No Shift Number case is used.

The import success screen shows that the data is correct and is processed seamlessly.

The imported Shifts in the Shift section are:

It can be observed that both shifts have the same Shift Name, but the system generated unique Shift Numbers for each shift.

How Are Columns Mapped When Importing Shift Data?

Every column works for its specific field. The Shift Number will have the corresponding system generate the shift number.

• Shift Name: It comprises the name of the shift. Shift names will only be given if the shift name is entered. If the shift name is not entered, the shift will remain unnamed.
• Talent Committed: It collects the email addresses of Talents that the agency wants to commit to a particular shift. For each shift, we can enter as many email addresses by separating them with a comma (,). E.g., [email protected], [email protected] would be written in the same column but separated by commas.
• Quantity: The number of Talents that can be committed to the Shift. (Ideally, this number should equal the number of talents in Talent committed field.)
• Total Hours: The duration of the shift.

What is Skip Toggle?

The toggles at the end of the page handle two situations. These two situations are: 

Situation 1: Skip Record When Required Field is Empty:

When this toggle is ON, the file skips the records that do not have data in mandatory fields.

Situation 2: Skip Record When the Auto-increment Field has the Wrong Value:

If the file to be imported has a Shift Number that does not belong to the system, the system skips the record and imports the rest.