Managers can use this tool to import or update location and area information in bulk from a spreadsheet.
- Before you begin
- What data fields can be imported?
- How do I bulk import or bulk update location data?
- How do I bulk import or update area records?
- Bulk export locations and areas
- View import history
- 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 either:
- create the spreadsheet dataset you need with our CSV sample template or
- export your existing Deputy data as a CSV file and edit or add to that data in the spreadsheet before re-importing it back into Deputy.
What data fields can be imported?
Please find below a list of fields and respective validations for each data set you can bulk import:
Locations
| Field | Example | Mandatory | Validations |
| Location Name | "Location" | Yes | |
| Location Code | "SYDBRI" | No | |
| Deputy ID | 12 |
IMPORTANT:
If you enter or change the numbers in this field you risk overwriting existing Locations in your account. |
|
| Street | "103 Home" | No | |
| City | "Sydney" | No | |
| Postcode | "2000" | No | |
| State | "NSW" | No | |
| Country | "Australia" | No | |
| Address Notes | "Address Notes" | No | |
| Time zone | Australia/Sydney |
Yes |
Valid time zones - if you aren't sure which time zones are valid you can select the correct one during the import process. |
| Is Workplace? | No | No | Enterprise Only |
| Parent Location | "Parent Location Name" | No |
Enterprise Only Must be valid location |
| Is Payroll Entity? | No | No | Enterprise Only |
| Payroll Export Code | "123" | No | Enterprise Only |
Area
| Field | Example | Mandatory | Validations |
| Area Name | "Area" | Yes | |
| Deputy ID | 102 |
IMPORTANT:
If you enter or change the numbers in this field you risk overwriting existing Areas in your account. |
|
| Location Name | "Location" | Yes | Valid location name |
| Is Active? | Yes | No | Can only add and update active Areas |
| Payroll Export Name | "2000" | No | |
| Color | "#FF5733" | No | HEX color code |
| Street | "103 Home" | No | |
| City | "Sydney" | No | |
| Postcode | "2000" |
Yes |
|
| State | "NSW" | No | |
| Country | "Australia" | No | |
| Worktype | "Sleepover" | No | |
| Area with geographical location defined / Operational Unit Type | Yes | No | |
| Training | "Safety, Cashier" | No |
Valid training modules (Multiple training modules can be added separated by comma) |
| Schedule Sort Order | 1 | No | |
| Parent Area Name | "Parent Area Name" | No |
Enterprise Only Valid area name |
| Show On Roster | Yes | No | Enterprise Only |
How do I bulk import or bulk update location data?
To import or update locations in your account:
1. On Locations tab, click on three dots next to Add location and select Manage locations via file
2. Click Add locations to import locations
3. You can click on:
- Download to download location template if you need a template spreadsheet to enter your location data OR
- View Import history if you'd like to view all previous imports
4. Click Continue to Upload once you have upload file ready
5. Click Update locations to update locations.
6. You can click on:
- Download your location data if you'd like to export all your current location data in a spreadsheet that you can use to update and re-import (Note: don't change the Deputy ID field from what is downloaded)
- View Import history if you'd like to view all previous imports
7. Click Continue to Upload once you have the upload file ready
8. Click on Upload file and select your CSV file from your computer to upload.
9. 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.
10. You will now see a count of how many of your records are Valid and ready to import and how many have errors in the Invalid tab.
Click on the Invalid tab to display all records with errors. You will see the fields coloured red if they have an error. You can find out more information about the expected format of the field with the error by hovering your mouse over the column names or you can click on the highlighted field to learn more about errors. You can use the Filter to review which fields are invalid and you have the choice to correct the errors in the original CSV file and upload or simply fix the errors now. If you have many data errors it may be faster to correct them in the original file and re load the file, but it is also possible to correct them in Deputy as shown below.
13. Once you have resolved or discarded all errors in your data, all valid data will be imported.
You will be able to see the progress of the import.
Note: you can close this screen and complete other tasks in Deputy while the data is updated in the background.
On successful import, you will see a Job Complete screen. Click Close.
During the import process if any records are rejected, you will have the option to review those records, correct any fields and import those records again.
If you have no further records to import click on the cross at the top right of the pop up.
and then click Yes, Exit.
How do I bulk import or update areas?
You can update areas in two ways:
1 On the Locations page, click on three dots and then click Manage areas via file.
Or click Edit Settings for a particular location and select Areas on the left hand side. Click on three dots and then click Manage areas via file.
2. Click Add areas to import new areas.
You can click on:
- Download the area template if you need a template spreadsheet to enter your area data
- View Import history if you'd like to view all previous imports
3. Continue to Upload once you have upload file ready
4. Or you can click Update areas to update existing areas.
You can click on:
- Download your area data if you'd like to export all your current area data in a spreadsheet that you can use to update and re-import). (Note: don't change the Deputy ID field from what is downloaded)
- View Import history if you'd like to view all previous imports
5. Continue to Upload once you have upload file ready
6. Click on Upload file and select your CSV file from your computer to upload.
7. Here you will see the names of columns in your CSV and template file. Most of the columns will be automatically matched to destination fields. Please ensure columns are correctly matched for a successful import.
To help you to 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.
8. You will now see a count of how many of your records are Valid and ready to import and how many have errors in the Invalid tab.
Click on the Invalid tab to display all records with errors. You will see the fields coloured red if they have an error. You can find out more information about the expected format of the field with the error by hovering your mouse over the column names or you can click on the highlighted field to learn more about errors. You can use the Filter to review which fields are invalid and you have the choice to correct the errors in the original CSV file and upload or simply fix the errors now. If you have many data errors it may be faster to correct them in the original file and re load the file, but it is also possible to correct them in Deputy as shown below.
9. Once you have resolved or discarded all errors in your data, all valid data will be imported.
You will be able to see the progress of the import.
Note: you can close this screen and complete other tasks in Deputy while the data is updated in the background.
On successful import, you will see a Job Complete screen. Click Close.
If any records are rejected, you have the option to review those records, correct any fields and import those records again.
If you have no further records to import click on the cross at the top right of the pop up.
and then click Yes, Exit.
Bulk export locations and areas
If you would like to export your existing Location or Area data in your Deputy account to update it in a spreadsheet ready for import you can do this:
Bulk export existing Locations data to a spreadsheet
1. On Locations tab, click on three dots next to Add location and select Manage locations via file
2. Select Update locations and then click Download
3. You will be notified when the data is ready to download.
Bulk export existing Areas data to a spreadsheet
1. On Locations tab, click on three dots next to Add location and select Manage areas via file
2. Select Update areas and then click Download
3. You will be notified when the data is ready to download.
View import history
You can view a history of the previous import for Locations and Areas by going into the Locations page and clicking on the three dots then clicking on either Manager locations by file or Manage Area by file as required and then:
1. Click View import history
2. You can see a log of the imports that have occurred.
Note: clicking Download will export all data that was finally imported. This may not necessarily be data that was initially prepared in the original CSV. If any data was changed or errors were corrected during the import process they will be included in the file you download.