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Schedule Import

Learn how to update your weekly schedule by uploading a PNG, JPG/JPEG, CSV, or XLSX file.

Written by StaffAny

Contents of this article are applicable to the following users

Tier: NA

Product: StaffAny

Platform: Web, Mobile

Access Level: Manager, Owner

Schedule Import lets you upload an existing schedule file and have StaffAny automatically create shifts for your team which saves you the time of entering each shift manually. You can upload an image of a handwritten or printed schedule, or a spreadsheet, and StaffAny will parse it and populate your week view.

This guide will cover how to:

  1. Import a Schedule on Web

  2. FAQ

Import a Schedule on Web

You can import a schedule file directly from the Schedule page in StaffAny Web.

Supported file formats (Web): PNG, JPG/JPEG, CSV, XLSX

  1. Go to Schedule > Actions button (top right of the schedule view) > select Import.

  2. In the Import schedule modal, drag and drop your file into the upload area, or click to select a file from your device. Use this example template: Schedule Import Template.xlsx. Note: Use employee's full name registered in StaffAny in the template.

  3. Click Continue. If the selected week already has existing shifts, you will be prompted to choose an import mode.

    1. You have two options:

      1. Replace existing shifts. Choose this to remove all existing shifts for the week and replaces them with shifts from the imported file

      2. Add on to existing shifts. Choose this to add new shifts from the imported file alongside existing shifts in the week.

      3. Note: Replace mode is not available if the week has any clock records. To replace, remove the clock records first or use Add on mode.

    2. Click Import to start importing

  4. Once confirmed, StaffAny will upload and process your file. You will see a progress bar during processing.

  5. After processing, StaffAny shows a summary of the import results.

Result

What It Means

Shifts created

Number of new shift types created during the import.

Slots created

Number of open shift slots added to the schedule.

Slots assigned

Number of shift slots successfully matched and assigned to staff.

Skipped

Number of entries that could not be imported. This can happen when a staff member's name was not recognized, a shift time could not be parsed, or the confidence score was too low.

5. Click Back to week view to review your imported shifts directly in the week view. You can edit individual shifts directly in the schedule if adjustments are needed.

Note: You cannot import into a week that has already been published. Unpublish the week first if you need to make changes.

FAQ

Q: Which file formats are supported for Schedule Import?

A: On Web, you can upload PNG, JPG/JPEG, CSV, or XLSX files. On Mobile, PNG, JPG/JPEG, and XLSX are supported. CSV import is only available on Web.

Q: Why were some entries skipped?

A: Entries are skipped when StaffAny cannot confidently match a name to a staff member in your section, cannot parse the shift time, or the image quality is too low to read. Check the Skipped count in the import summary. For image files, ensure the schedule is clearly visible and not blurry.

Q: Why can I not import into a published week?

A: Schedule Import is only available for draft (unpublished) weeks. If you need to update a published schedule, unpublish the week first, then run the import.

Q: Why is Replace mode not available?

A: Replace mode is blocked when the week has existing clock records. Remove the clock records first, or use Add on mode instead.

Q: Can employees use Schedule Import?

A: No. Schedule Import is available to Managers and Owners only.

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