What kind of data can you import
You can import the following sets of data. Click on the relevant category to download a sample file.
- Team member
- Location
- Area
- Leave Balance (see further help below)
- Sales Data (see further help below)
- Schedule
- Timesheet
- Training Module
- Training Record
How to access the Importer Wizard
The importer is accessed differently whether you are on our Premium or Enterprise plans.
Enterprise
1. Click on the Enterprise tab and in the Custom Development section select Import data.
Premium
To access the importer in Premium accounts, you will need to add this backend link to your Deputy URL in your browser:
/exec/import/import_data
Example: if your Deputy URL is https://sparknco.au.deputy.com then your import URL would look like:
This will bring you straight to the importer which looks like this:
How to use the Importer Wizard
1. In the drop-down box, select the type of data you would like to import. For this example, we'll import new 'Area' data.
2. Click on the link to download a sample file.
3. Using the sample file as a guide add the information you need to import and click Save in Excel.
4. Upload your edited file. You can drag and drop the file into the box, or click Import from Excel/CSV and select the file from where it is saved on your computer.
5. Now we will need to map the fields. This will ensure that the correct data is imported.
Fields for this example:
- Company - Refers to the Location
- Operational Unit Name - The area you would like to add/import
- Show on Roster - Whether the area will appear in your schedule
- Active - If you would like the area to be active
Note: These fields will vary based on the type of import you choose.
The Sample Record Data can help you clarify and confirm that you have mapped the correct fields. Click 'Next' when you are ready to continue.
6. On the next page, you have an opportunity to check and edit any details that may be incorrect.Any records you have decided you don't want to import can be deselected using the check boxes on each line. Once you are ready to import, click Next.
7. A progress bar will appear which will update you on the status of your import.
and then a summary of the import results
8. After the import is complete, you can go to the relevant page to confirm the changes.
In the example above where we imported new Areas you can see that the Location page now displays the newly added Areas.
Import sales and other metric data via Importer Wizard
You can use Importer Wizard to import the following metrics supporting Business Insights:
- Actual Sales
- Manager Forecast Sales
- Deputy Forecast Sales
- Required Staff
- Budget Wages
- Budget Hours
- Any custom metrics that is set up by yourself
Note: if you wish to import any custom metrics, you will need to set the custom metric in Business Insights first before you import your custom metric data.
Watch the video to see how it works:
1. Access the Importer Wizard using the instructions above based on your Deputy plan.
In the drop-down box, select "Sales Data".
2. Prepare your data file in a CSV or Excel using the Sales Data sample file.
Your file should have at least the following columns completed:
- Area: The name of the area that will match with one of the area set up in your account.
- Location: The name of the location that will match with one of the location set up in your account.
- Timestamp: The data and time this metric should be added to. Please add in the date time as a Timestamp integer or as the format like this "2022-07-29 16:15:00"
- Sales Amount: any $ dollar value for this metric
- Sales Quantity: any quantity value for this metric
- Sales Type: The type will be used to decide which metric you wish to import as shown in the table below. Please be aware that it is case-sensitive.
| Which metric do you want to import? | Set Sales Type column: |
| Budgeted Hours | budget_StaffHour |
| Budgeted Wages | budget_Wage |
| Required Satff | RequiredStaff |
| Actual Sales | Sales |
|
Manager Forecast Sales |
plan_sales |
| Deputy Forecast Sales / Budgeted Sales | forecast_sales |
For importing data for custom metric use the same naming pattern. In this example we will use two customer metrics:
- Transactions
- Foot traffic
| Which metric do you want to import? | Set Sales Type column: |
| Actual Transactions | Transactions |
| Actual Foot Traffic | FootTraffic |
|
Manager Forecast Transactions |
plan_transactions |
|
Manager Forecast Foot Traffic |
plan_foottraffic |
| Deputy Forecast Sales / Budgeted Transactions | forecast_transactions |
| Deputy Forecast Sales / Budgeted Foot Traffic | forecast_foottraffic |
Once you have populated your file with your data according to the above instructions, save it on your computer.
3. Upload your saved CSV or Excel file by dragging it into the Importer Wizard or clicking Import from Excel/CSV and locating the file where you saved it on your computer.
4. Now we will need to map the fields from the spreadsheet to the Importer Wizard fields. This will ensure that the data is imported in the correct fields. elect the correct field from the drop down. The field will turn blue once mapped.The Sample Record Data on the right hand side column can help you confirm that you have mapped the correct fields. Click Next when ready to continue.
5. On the next page, you have an opportunity to check and edit any details that may be incorrect.Any records you have decided you don't want to import can be deselected using the check boxes on each line. Once you are ready to import, click Next.
7. A progress bar will appear which will update you on the status of your import.
and then a summary of the import results:
8. After the import is complete, you can go to the Business Insights Dashboard to confirm the data has been imported.
In the example above where we imported sales data you can see that the Business Insights Summary now displays the newly added sales data.
Using leave balance import template
When using the Leave Balance import template the first column specifies the term "Employee".
This field actually supports:
- the employee's preferred name OR
- the employee's email address OR
- the unique Employee Record ID given to the employee in Deputy. (This Employee Record ID is NOT the same as the Payroll ID)
Note: If an employee's name contains digits (e.g., Amy 1, or Amy $25 per hour) this can also cause problems if importing by name rather than employee ID. Also, if an archived and current employee have the same preferred name, Deputy will get confused and may apply the leave balance to the wrong employee.
For the removal of ambiguity in the case of two employees with the same preferred name, it is preferable to use the Employee's Record ID in this field.
How do I find the Employee Record ID?
Enterprise customers can access the Employee's Record ID by downloading the CSV file by clicking on the Enterprise page and selecting People then CSV to download a CSV file.
Premium account customers should contact support if they need to access their employee's Record ID for Leave Balance Import purposes.