Our newly improved Schedule Import/Export feature now offers more powerful updates, such as adding due dates, alerts, visit repeat options for specific days of the week, and more.
Additionally, while we previously only supported creating schedules in bulk via import, users can now update and/or delete schedules in bulk via import as well.
💡 To download the new Schedule Import/Export template, please click here.
To streamline your scheduling workflows with this product improvement, please refer to the table below. This table will provide a column-by-column breakdown of the information you can Import/Export to achieve more efficient scheduling and identify any important requirements associated with any specific column.
| Column Header | Column Details |
| ID | Include a Schedule ID to update an existing visit. |
| Place ID | The ID of the Place where the visit will be scheduled. |
| Representative ID | The ID of the representative who should do the visit. |
| Schedule date | The date when the visit will be performed (or the first day of the recurring visit if you intend to set up a recurring visit). |
| Repeat every (x) weeks | Indicates how often you want this visit to be performed: 0=visit will occur only once 1=every week 2=every two weeks 4=every month |
|
Schedule time |
Schedule a start time in 15-minute increments or leave blank if scheduling the visit with a Due date or as an anytime visit. |
|
Repeat days |
For a visit to recur multiple days of the week, specify which days of the week separated by a pipe delimiter "|" (Ex. Monday|Wednesday). |
|
Repeat end date |
Select a date for this visit to conclude (must be later than the Scheduled date). |
| Scheduled duration (minutes) | Schedule how long the Rep visit should last. |
| Due date |
True/False field to indicate if the Scheduled Date field is the due date or scheduled date (if blank, default to False). |
| Visit note | Insert a note for your Rep to review for the visit. |
| Task type 1 |
Define the task to be done using Photo, Form, Note, Retail audit or Sales document. |
| Task description 1 |
Further define the task to be done. Use custom text for Photo and Note or exact name of the Form template, Retail audit template, or Sales document template. *To add multiple task descriptions, enumerate the Task description (Ex. Task description 2, Task description 3) |
| Alert users if missed |
Will set up a missed alert for that task if Admin user(s) are listed by email. A pipe delimiter should separate multiple users "|". If blank, no alert is set. |
| Alert users if late |
Will set up a late alert for that task if Admin user(s) are listed by email. A pipe delimiter should separate multiple users "|". If blank, no alert is set. |
| Alert users if done |
Will set up a done alert for that task if Admin user(s) are listed by email. A pipe delimiter should separate multiple users "|". If blank, no alert is set. |
| Delete | Set to True to remove an existing visit from the schedule (Schedule ID must exist for delete to occur). If blank/False do not delete. |
Additional import/export functionality to be aware of:
- Users can now update and/or delete schedules in bulk via import
- The schedule ID doesn't expire. You will get an error if you try to import a schedule with the same ID as the one already in the system.
- Updating recurring visits is not currently supported
- Adding/updating Project visits is not currently supported
- A maximum of 4 tasks can be imported using the task type field
- Editing recurring visits:
- If a user wants to update an individual visit in a set of recurring visits, they must delete it in one row and add a new visit in another
- If a user wants to update a series of recurring visits, they must perform this action directly inside the web app (import/export is just for individual visits)
- If an import file contains errors, the user will be notified and have the option to download a list (in-app or email) that identifies the location of the errors.
- To ensure a task is scheduled and does not display an error message for "Unknown task type", you must add the Task type exactly as it is displayed in the listed options: Photo, Form, Note, Retail audit, or Sales document.
Locating Schedule Import/Export
Open the Schedule tab and click the down-facing arrow marked in the picture below.
Select Import schedules.
Next, to download the most up to date version of the Import/Export template (if you have not done so already), click View Sample and download the template to your device.