{"id":4131,"date":"2019-11-01T04:08:33","date_gmt":"2019-11-01T04:08:33","guid":{"rendered":"https:\/\/when2work.com\/help\/mgr\/?page_id=4131"},"modified":"2022-09-10T19:39:54","modified_gmt":"2022-09-10T19:39:54","slug":"uploading-shifts-from-file","status":"publish","type":"page","link":"https:\/\/when2work.com\/help\/mgr\/uploading-shifts-from-file\/","title":{"rendered":"Uploading Shifts From CSV File"},"content":{"rendered":"

\u00a0<\/h2>\n

Rules & tips for uploading a file of shifts<\/strong><\/h3>\n

You can upload shifts to unpublished weeks from a csv file.\u00a0 You can save a spreadsheet as a csv file in most programs like Excel or Google sheets<\/a>.<\/p>\n

\"\"<\/a><\/p>\n\n\n\n
\n

Sample Shift Upload File<\/h4>\n

You can download a sample Upload file of shifts by going to the Schedule Grid view in your account and clicking Export<\/strong> and choosing the fields you want to include and then save that to your computer.<\/p>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Upload file must be\u00a0csv<\/strong> format<\/a> – from Excel you can export your file in csv format, and while not required, we recommend that it have a header row to more easily match fields.\u00a0 See bottom of this page for specific fields and formats allowed.
\n<\/em>
\nUnlike Importing<\/a>, if you open the \u201cUpload Shifts\u201d page while filtered on a Position or Category in the Schedule, this will be ignored when you upload,<\/strong> and all shifts in the file for all Positions & Categories will be attempted to be uploaded from the file. \u00a0<\/p>\n

Uploading is done\u00a0one week at a time<\/strong>. If you need same schedule each week you can upload from file once, then use our \u2018Import\u2019 feature to copy the schedule into future weeks as needed.<\/p>\n

Shifts in the file with dates outside that week will be skipped.\u00a0<\/strong>If your file contains data from multiple weeks and includes dates, just use the \u2018Upload\u2019 feature on each week separately using the same file each time because the process will only pull the shifts from the file for the week on which you are currently navigated.\u00a0 You can also edit your file to change your Date field to be instead Day of Week.<\/p>\n

While not required, double quotes around text entries can be used. This is recommended if the field may ever have commas or special characters<\/strong> (like in shift description or position fields).<\/p>\n

Special Cases<\/strong><\/h3>\n

If an assigned shift in the upload file overlaps<\/strong>\u00a0an already existing shift<\/strong> in the schedule week for that same employee, or overlaps their already approved Time Off<\/strong>, then the uploaded shift will be created as unassigned<\/strong>.<\/p>\n

When an assigned shift is uploaded from a file, there is no consideration given for if the assigned shift overlaps preferences like \u2018cannot work\u2019 or if employee not currently set to work assigned position.<\/strong>\u00a0 So we recommend always using \u2018Analyze Shifts<\/a>\u2019 after upload to check for such possible conflicts.<\/p>\n

Required fields<\/strong><\/h3>\n

Must include \u201cposition name\u201d <\/strong>and must match exactly the Position name in your account.\u00a0 The only exception to this is if you know the \u201cposition ID\u201d number from within your account and prefer to upload using this position field instead (note \u201cposition ID\u201d is a number generated by WhenToWork for the different Positions you added in account).\u00a0 If both fields are populated, only the \u201cposition ID\u201d field will be used.<\/p>\n

Either \u201cdate\u201d or \u201cday of week\u201d must be provided<\/strong>, and if both provided only the \u201cdate\u201d field will be used.\u00a0 The \u201cdate\u201d field must be in mm\/dd\/yyyy format.\u00a0 The \u201cday of week\u201d can be day names or abbreviations (Monday, Mon, M, etc ) or can be numerical from 0-6 with\u00a00 being the first day<\/strong>\u00a0of your schedule week.\u00a0(i.e, if START DAY is Wednesday, then use numeric 0 to add shift on Wednesday, 1 for Thursday, etc.)<\/p>\n

Both \u201cstart time\u201d and \u201cend time\u201d fields are required<\/strong> and can be entered in a variety of time formats (2:30p, 2:30 PM, 1430, 14:30)<\/p>\n

Optional fields<\/strong><\/h3>\n

If no \u201cemployee name\u201d or \u201cemployee ID\u201d given, the shift will be created as an Unassigned shift.<\/strong>\u00a0<\/p>\n

If provided, \u201cemployee name\u201d or \u201cemployee ID\u201d must match exactly<\/strong> as listed in the account. If both fields are provided, only \u201cemployee ID\u201d field will be used.\u00a0 If employee referenced is deleted employee or not listed in account, shift will be created as an Unassigned shift.<\/p>\n

The numerical \u201cduration\u201d field is optional<\/strong>, and if provided will be the \u2018paid work hours\u2019 for the shift created. If no \u201cduration\u201d field is included, the duration of shift will be auto-calculated as the difference between the start & end time.<\/p>\n

The \u201ccategory\u201d field is optional, but if provided must match an existing Category name or Category abbreviation exactly<\/strong>, otherwise shift will not be uploaded.\u00a0<\/p>\n

The \u201ccolor\u201d field is optional<\/strong> and is a numerical value 0-16<\/strong> representing the following codes:\u00a0 0=black, 1=brown, 2=blue, 3=fuchsia, 4=gray, 5=green, 6=navy, 7=orange, 8=purple, 9=red, 10=turquoise, 11=lavender, 12=lime, 13=salmon, 14=gold, 15=aqua, 16=maroon<\/p>\n

The \u201cshift description\u201d is optional<\/strong> and may contain up to 1500 characters of plain text, recommended to enclose in double quotes to avoid issues with comma or other special characters being read correctly on upload.<\/span><\/p>\n

import a schedule by excel spreadsheet in When To Work \u2013 rather than by a template of a schedule already entered in W2W import shifts file spread sheet\u00a0 how to upload a schedule\u00a0 import from spreadsheet import from kronos<\/span><\/p>\n

import shifts importing shifts add file of shifts multiple shifts<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"

\u00a0 Rules & tips for uploading a file of shifts You can upload shifts to unpublished weeks from a csv file.\u00a0 You can save a…<\/p>\n

MoreUploading Shifts From CSV File<\/span><\/a><\/div>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"_links":{"self":[{"href":"https:\/\/when2work.com\/help\/mgr\/wp-json\/wp\/v2\/pages\/4131"}],"collection":[{"href":"https:\/\/when2work.com\/help\/mgr\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/when2work.com\/help\/mgr\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/when2work.com\/help\/mgr\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/when2work.com\/help\/mgr\/wp-json\/wp\/v2\/comments?post=4131"}],"version-history":[{"count":26,"href":"https:\/\/when2work.com\/help\/mgr\/wp-json\/wp\/v2\/pages\/4131\/revisions"}],"predecessor-version":[{"id":8815,"href":"https:\/\/when2work.com\/help\/mgr\/wp-json\/wp\/v2\/pages\/4131\/revisions\/8815"}],"wp:attachment":[{"href":"https:\/\/when2work.com\/help\/mgr\/wp-json\/wp\/v2\/media?parent=4131"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}