Importing Allocated Shifts
The system allows you to import allocated shifts in bulk from an external file, saving time when creating or updating shift allocations for large numbers of employees.
Before You Begin
- Make sure you have the Manage Attendance Settings permission in your assigned role.
- You can download the sample file by clicking “Download Sample” at the top of the page to review the correct data format before you begin.
Import Steps
Step 1: Import Options
- From the main menu, click on “Attendance”.
- Click on “Allocated Shifts”.
- Click the “Import” button.
- Configure the import settings as follows:
- CSV File: Upload the import file in CSV format.
- Delimiters: Select the separator used in the file — Comma (,), Semicolon (;), or Tab.
- Import First Row: Enable this option if the first row in the file contains data rather than column headers.
- Click “Next Step”.
Step 2: Map Fields
Match the file columns to their corresponding system fields. The available fields for import are:
- Name (Required, Unique): Used as the main identifier for the allocated shift. If a record with the same name already exists in the system, it will be updated; otherwise, a new record will be created.
- Start Date (Required): Must follow the date format configured in the account settings.
- End Date (Required): Must follow the date format configured in the account settings and must be greater than the Start Date.
- To-Be Assigned Shift (Required): Enter the shift name exactly as it appears in the system. The shift must be active.
- Employees: Enter employee names or codes separated by commas. All employees must be active in the system.
You can also enable the following options before importing:
- Update existing records with new data: The system will update existing allocated shifts based on their name.
- Skip errors during the import process: The system will continue importing valid records and skip any records that contain errors.
Click “Import” to start the process.
Step 3: Result
The system displays a summary of the import results, including:
- The number of records successfully imported.
- The number of records successfully updated.
- The number of records that failed to import, with error details.
Validations and Messages
- If the End Date is earlier than the Start Date, the following message will appear:
“The End Date should be greater than the Start Date.” - If the entered shift name is not found in the system, the following message will appear:
“The assigned shift is not available in the system.” - If the entered shift is inactive, the following message will appear:
“The selected shift is inactive.” - If the employee name or code is not found in the system, the following message will appear:
“The employee name or code is not available in the system.” - If the entered employee is inactive, the following message will appear:
“The selected employee is inactive.”
Note: You can click on the shift name or employee name displayed in error messages to navigate directly to their view page in the system.
Note: All add and update actions performed during the import process are automatically recorded in the activity log.