Import Events

Events can easily be imported using a template file.

Event import - Where?

At the bottom of the Events overview, you will find the "Import Events" button. Clicking it takes you to the import page.

Preparations

Before you can import Events, all the required content must first have been created in the tool - just as with the Helper import.

Jobs

The template file contains all Jobs that you have already created in the system. You can then specify how many people are required for each Job per Event/Shift.

Important: If you change the order of the Jobs in the tool, rename Jobs or delete them, you must download the template file again before importing. The template file uses the Job order in the tool at the time it is downloaded. The import only checks the columns, not the Job names in the template file - so if the Jobs change and you use an old template file, the content will also shift and you may end up importing the wrong Tasks.

Locations

As with Jobs, Events can only take place at Locations that have already been created in the system. In the import file, it is important that the Locations are written exactly as they are in the tool - otherwise they will not be found.

Expert subscriptions: Sections

The same applies to Sections as to Jobs and Locations. If Sections have not been created in the system or are spelt differently, the import will not find them and an error will occur.

Template file

You can export the template file in either XLSX or ODS format. It is structured as follows:

  • Column A: Import ID
  • Column B: Event name
  • Column C: Shift name
  • Column D: Start date
  • Column E: Start time
  • Column F: End date
  • Column G: End time
  • Column H: Location
  • Column I: Event comments
  • Column J: Shift comments
  • From column K onwards: Your Jobs

For Expert subscriptions with Sections enabled, everything is shifted by one column, as column "A" contains the Section name.

Import ID

The Import ID allows you to import Events with multiple Shifts. By default, the import treats each row as a separate Event. However, if the Import ID and Event name are the same across multiple rows (Expert subscriptions: the Section must also be the same), these rows are combined and imported as a single Event.

It does not matter what you enter as the Import ID - it is not displayed or output anywhere after the import. It is only relevant during the import process. You can therefore simply use a number or a letter.

Shift name

The Shift name can be entered, but it is not mandatory. If you want to import Events without Shifts, simply leave the Shift name blank.

Date / time

The same rules apply to imports as in the tool itself. Multi-day Events (Events with Shifts on different dates) are therefore only available from the Pro subscription onwards. If you enter a Shift name, you create an Event with Shifts - regardless of whether the Event contains multiple Shifts or just one. The date and time are therefore assigned to the Shift. Only if you leave the Shift name blank are the date and time assigned directly to the Event.

Jobs

Once you have completed the system fields as required, you can simply enter a number for each Job to specify how many Tasks you need for that Job.

Uploading the file

Once you have completed the import file, save it. You can then upload the file under "Import File" in the tool and click "Next". The import is prepared and the contents of the import file are displayed for you to review. If the system detects an error in the import file, the "Import prepared" section shows how many rows are ready for import and how many have failed. To identify the error, check the contents shown in the preview. IMPORTANT: The preview has a horizontal scroll bar - make sure you check its full width. Incorrect content is highlighted in red and has an information button explaining the error.

To make errors easier to find, you can select the "Failed only" checkbox.

If your import file contains no errors, you can run the import. You will then see once again what has been imported and whether anything has failed. The Events are now imported and visible in the Events overview.

Import page

At the bottom of the import page, you will find an overview of the most recent imports. Imports that were prepared but not carried out can also be run later using the "View" button.

Online or offline imports

Imports follow the same rule as creating Events directly in the tool. If you have disabled "Events initially online" under "Organisation" - "Events & Tasks", imported Events are also created offline - you can then review them before manually setting them online.

Disadvantages compared with creating Events manually

When importing Events, not all the options available when creating Events directly in the tool are supported. This is because a table cannot represent as many levels as the Event creation process in the tool. The following options are not available:

Custom times

If individual Tasks need to have times that differ slightly from the Shift time, this cannot be specified in the import file. You will therefore need to edit the Events accordingly after importing them.

However, Custom times defined globally for the Job are included in the import!

Task comments

Comments for individual Tasks cannot be imported either. These will also need to be added to the Event afterwards.