Import a duty roster Excel file to the system

Make sure you have completed following session(s)

Once the duty roster was entered in the Excel template in required format, user can import the file to the system by follow below steps

CAUTION

All existing roster of the employees / date range specified in the EXCEL file will be overwritten by the new one to be imported. Make sure the content are correct before import.

Steps

1. Select the “ Data Import ” function from the main screen > “ File ” option

2. Select the “ Monthly duty roster ” from the pull down menu

3. Click the [ … ] button to browse the EXCEL file to be imported

4. Click the [ Start Import ] button to continue.

5. Select import option about the Shift Input Code.

As you can create several Shifts with same Shift Code but different definitions (e.g. Shift 1 is 9-18, Shift 2 is 10-20, but their Input Code are both “A”), it is useful if you have several branches and each branch has its own set of shift input code. See below example

Branch 1 : Shift A (9-18), Shift B (11-20), Shift C (15-24)

Branch 2 : Shift A (9-15), Shift B (11:30-18), Shift C (17-23)

Branch 3 : Shift A (11-16), Shift B (14-20), Shift C (18-02)

Therefore, while you are importing a roster into the system, when the system find a Shift Code “A”, it doesn’t know which Shift “A” is the expected one. So you have to select the option to tell the system you have only 1 set of Shift Input code for all staffs, or you have multiple sets of Shift code for different departments.

“Multi departments, share same set of Shift Input code” : Choose this option if your prepared Excel roster included staffs in more than 1 departments, and the set of Shift Input Code you used has the same definition for all departments.

“Only 1 departments, use its own set of Shift Input code” : Choose this option and click the […] button to select a specific department if your prepared Excel roster included staffs in only 1 specific departments, and the set of Shift Input Code you used has already assigned to this department.

6. Click the [ OK ] button to start import and wait for a while

NOTE

During data import, if any invalid data found, ALL data in the file will be rejected. User has to correct the mistake in Excel file and then re-import the whole file again until success.

7. “ Import completed “ message will be shown after import successfully

8. To double check the duty roster in the system, please refer to user manual: “ View employee’s roster in the system “

Import a duty roster Excel file to the system

Make sure you have completed following session(s)

See also