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've never imported schedules with tasks, we highly suggest watching this video which will answer all questions you may have, and help avoid any errors that might appear. Import Schedule with tasks.
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 in 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 is a complete overview and description of each of them in turn.
- Task group ID(*) will group multiple tasks together. 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.
If you want them to perform only one task per visit, or no task at all, then you can write random numbers in that column, just make sure all the numbers are different from each other. This is a mandatory column, so you will have to add it when importing schedules, but the numbers can be random.
- 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)
If you are using the date format of 01/01/2021, make sure it has the leading zeros, for it will not work without them. For instance 1/1/2021 would give you an error in the date format.
- Repeat every (x) weeks(*) tells Repsly how often you want this visit to be performed.
0= visit will occur only once
2=every two weeks
- Visit time allows you to set an exact time when you want to schedule a visit.
- 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 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.
- Task description 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 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.
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.
If the file has loaded successfully, you will get a success message and be able to see the newly scheduled tasks in your backoffice. If there were any errors, you will be able to download the file that only contains errors so you can easily fix them. Keep in mind, however, 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, and not the one you download from Repsly where the mistakes are listed.
Task Group ID is not mapped
You can still upload your schedules even without tasks, but you will have to use the Task Group ID column. You can simply assign random numbers to each visit you want to schedule, just make sure there are no repetitions, in other words, that each number is different from the other. For instance, you can simply order numbers, like so: 1, 2, 3, 4, 5...
Date format is invalid
The date format you use should have leading zeros and will not work without them.
For instance, 01/01/2020 will be successfully uploaded, while you will get an error if you use 1/1/2020.
If you keep getting the error that the Date format is invalid, please try to use our Copy&Paste option instead of uploading the Excel file. There may be an issue with the settings of the file that is causing the import to fail.
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. If you do not want to use tasks, then to remedy this, simply use random numbers as Task Group ID - just make sure they are all different from each other. If 2 or more are the same, then you will get the error that the task type cannot be empty as Repsly assumes you are trying to import multiple tasks for the same visit.