How to Import Schedules with tasks
Repsly now allows you to upload tasks such as forms, notes, photos, and sales documents, in bulk - together with a visit schedule for your representatives. Follow our guide below to see how you can upload a schedule with tasks for your representatives.
If you are having trouble with importing, take a look at our possible errors below and how to fix them.
1. Open the Schedule tab and click the down-facing arrow marked in the picture below.
Click Import schedules.
2. Select Sample data and on the next screen, click on Download sample data here.
3. In the sample table, make sure to delete the first row before uploading the data.
Fields marked with (*) are mandatory, and you will not be able to upload schedules without them. Below are a complete overview and description of each of them in turn.
- Place ID(*) is the ID of the Place where the visit will be scheduled.
- Representative ID(*) is the ID of the representative who should do the visit.
- From date(*) is the day (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)
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Repeat every (x) week (*) tells Repsly 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
... - Visit time allows you to set an exact time when you want to schedule a visit.
- The end date allows you to set a date for when you want your recurring visits to stop.
- Duration tells your representative how long their visit should last.
- Visit note lets you make a note for your representative.
- Task group ID will group multiple tasks. If you want your reps to perform multiple tasks at the same visit, all you have to do is use the same Task group ID for those tasks. It can be any combination of letters and numbers and is only used for that one import.
- Task type function allows you to make one of the following 5 tasks for your representatives: Form, Photo, Sales document, Retail Audit, or a Note. Please keep in mind that the task type shouldn't have any typos, and it should be written exactly like that. For instance, 'Picture,' 'Retail audit,' or 'Notes' would not work.
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Task descriptions can be used in two ways. With Photos and Notes, you can write additional instructions for your representatives. With Forms, Retail Audits, and Sales documents, you must write the exact name of the document you want to be filled. Again, keep in mind that it must be exactly the same as in your account, and it is case sensitive, so 'brand good form' and 'Brand Good form' are two completely different forms. We recommend copying and pasting instead of typing out the whole name of the document.
4. After your file is ready, go back to the import page, like in the picture below. In our example, we used the Copy&Paste option, but you can upload the file if you prefer.
Please make sure the date format and time format match the ones in your file before you upload it. Once you are ready, click the Continue button.
5. In the Import Wizard, make sure the column headers match the data below them.
Result
If the file has loaded successfully, you will get a success message and see the newly scheduled tasks in your backoffice. If there were any errors, you would be able to download the file that only contains errors so you can easily fix them. However, keep in mind that even if there is only one mistake in your, no visits will be scheduled, so you have to fix it in your original file, not the one you download from Repsly, where the mistakes are listed.
Possible errors
Task type cannot be empty.
This error can occur if you used the same Task Group ID more than once without providing a Task type. Make sure to use these columns together, as one is meaningless without the other.
Unknown task type - use Photo, Note, Form, Audit, or Sales document
This error will occur if you did not use the correct wording in your document. To ensure a task is scheduled, you have to choose among the 5 tasks and write them precisely as they are above.
Naming them something like 'Picture,' 'Order,' or 'note' will not work.
How to Import Schedules
To make our app even more practical and make it faster and easier for you to create and manage data, we have our Import function that allows you to create the data in Excel and then import it into Repsly.
Here we will show how to import a schedule, and in the last picture at the bottom of this page, you will see from an example how should the spreadsheet's schedule look like.
From the Repsly manager's console, you can import schedules from Excel sheets or copy and paste your schedule directly into your system.
If you want to upload the Schedule with the task you can check how on this link: Import Schedule with tasks
How to import Schedules
1. Click on Schedule. Click on the inverted triangle next to the new visit button. This will reveal the Import Schedule.
2. You will now have two options for importing your schedule. If you'd like to upload an excel sheet in CVS, XLS, XLSX format, click on the upload file button and choose the document you'd like to upload. Then press upload file to complete this action. This is how it will look when you upload your file.
3. If you'd like to copy and paste your schedule in Repsly, first press the copy and paste button. Then, copy and paste your schedule into the field provided. To complete this action, the press continues, and your schedule will be uploaded.
If you need help setting up your schedule in excel, below you can see were to find Sample of file
How to schedule visits with Tasks
One great way to track your team's work and improve your rate of successfully accomplished visits is to set mandatory tasks for your team to perform during their visit.
You can assign tasks that need to be completed during the visit so that a place visit cannot be completed unless your conditions are met. A task can be any activity (Photo, Note, Forms, Retail Audit, or Order).
There are no limitations to how many tasks a rep can be assigned in one visit.
1. Click on New Visit.
Tasks can be set as mandatory on a company level, and this will disable the check-out as well as the Pause Day functionality for a rep until ALL of the assigned activities are submitted/completed.
Choose an activity to be performed as a task. If you want to add multiple tasks, click on the green '+' button to add additional tasks.