• Before you begin
• What data fields can be imported?
  • For schedules
    • Open shifts
  • For timesheets
• How do I bulk import schedule data?
• How do I bulk import timesheet data?
• Sample CSV template

Before you begin

Read Getting started with bulk import or update using data from a CSV file.

Before you can bulk import or bulk update information in your Deputy account, please ensure you have the access level permission of a System Administrator or Location Manager. 

Note: Location Managers can only bulk import and update team members for the locations that they manage.

You will also need a spreadsheet prepared with your data in it and saved as a CSV file. You can create the spreadsheet dataset you need with our CSV sample template.

What data fields can be imported?

Please find below a list of fields and respective validations for each data set you can bulk import:

Schedules

Open shifts

Open or empty shifts can be created using the following combination of import fields :

Note: If you need to add an open shift with manager approval you will need to manually select this option after the shifts have been imported into the schedule.

Timesheets

How do I bulk import schedule data?

To import schedules in your account:

1. On Schedule tab, click Options and then click Add shifts from file

2. You can click on:

• Sample schedule template if you need a template spreadsheet to enter your schedule information
• View Import History to view previous imports

or click on Continue if you already have your spreadsheet prepared.

3. Click on Select file and select your CSV file from your computer to upload.

4. For the uploaded file, confirm Deputy has identified the row containing your column headers correctly by clicking Continue.

5. You will be asked to change or confirm column names.

Here you will see the names of columns in your CSV and template file. Most of the columns will be automatically matched. Please ensure columns are correctly matched for a successful import.

To help you correctly match columns, you will see a few data points for columns. To view column data, simply hover over column names.

Once you are happy that the columns match correctly, click Continue.

6. On the Review and finalize screen, you will see a count of how many of your records are valid and ready to import and how many have errors. If you wish, you can start to import the valid records by clicking on Import X records on the bottom right. Or you may choose to correct the records with errors first. 

7. Click on the Error tab to display all records with errors. You will see the fields coloured red if they have an error. In the example above, two lines have the incorrect date format used causing errors.

At this point, you can choose:

• to correct all errors in this review by manually updating all fields to ensure there are no errors
• correct the errors in the original CSV file and start the import process again 
• import only valid records (the system will only count valid records and only allow valid records to be imported)

8. Once you have resolved or discarded all errors in your data, all valid data will be imported.

On successful import, you will a success screen. Clicking on Submit finishes the import workflow and will return you to the Schedule page. You will need to select the correct location and date period to see your newly imported shifts on the Schedule.

During the import process, if there is a scheduling issue found such as an overlap or shift or a team member added to a shift they do not have training for then these shifts will be rejected. You can click Review rejected records to correct these issues or click Submit to only import the non-rejected shifts.

How do I bulk import timesheet data?

To import timesheets in your account:

1. On the Timesheets tab, select Approve Timesheets. Click on the arrow next to Add timesheet and select Add timesheets from file.

2. You can click on:

• Sample timesheet template if you need a template spreadsheet to enter your timesheet information in
• View Import History to view previous imports

or click on Continue if you already have your spreadsheet prepared.

3. Click on Select file and select your CSV file from your computer to upload.

4. For the uploaded file, confirm Deputy has identified the row containing your column headers correctly by clicking Continue.

5. You will be asked to change or confirm column names.

Here you will see the names of columns in your CSV and template file. Most of the columns will be automatically matched. Please ensure columns are correctly matched for a successful import.

To help you correctly match columns, you will see a few data points for columns. To view column data, simply hover over column names.

Once you are happy that the columns match correctly, click Continue.

6. On the Review and finalize screen, you will see a count of how many of your records are valid and ready to import and how many have errors. If you wish, you can start to import the valid records by clicking on Import X records on the bottom right. Or you may choose to correct the records with errors first.

7. Click on the Error tab to display all records with errors. You will see the fields coloured red if they have an error. 

At this point, you can choose:

• to correct all errors by manually updating all fields to ensure there are no errors
• correct the errors in the original CSV file and start the import process again 
• import only valid records (the system will only count valid records and only allow valid records to be imported)

8. Once you have resolved or discarded all errors in your data, all valid data will be imported.

On successful import, you will a success screen. Clicking on Continue finishes the import workflow and will return you to the Timesheet page. You can view your newly added timesheets by selecting the appropriate location and date period in the Approve Timesheets tab.

During the import process, if there is an issue found with a timesheet then this timesheet will be rejected. You can click Review rejected records to correct these issues or click Submit to only import the non-rejected timesheets.

Sample CSV template