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 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)
- 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 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.
- 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.
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.
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.