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Import Bookings From Excel

After version 1.00.21.058 a new facility has been added to allow the import of bookings for a specific company from an Excel spreadsheet.


Overview

This feature means that users can receive a spreadsheet from a client containing details of number of bookings or shifts that they have filled that week. Provided the spreadsheet contains sufficient data, it will be possible to map each of the columns in the spreadsheet to a particular field, such as start time, end time, booking date, etc. and then import the information into the database to create bookings for that client, filled with the specified worker(s).

Example spreadsheet shown below.


CONTENTS  (Click an item to jump to that section)

Select the Spreadsheet
Choose the Company
Map the Information
Build any X-Ref lists 
Identify Candidates
Import the bookings


Select the Spreadsheet

Go to Maintenance > Temp Centre > Reporting > Import Bookings from Excel

Drag/drop your spreadsheet into the [Spreadsheet] field.

If the spreadsheet contains column headings tick the 1st Row Heading [   ] box.
Use the Data starts on Row [    ] to specify where the data begins in the sheet.


Tip: It is a good idea to tweak the supplied spreadsheet by removing any unwanted rows, so that the Column Headings are in Row 1 with the data directly underneath (See below)


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Choose the Company

Use the [...] button next to the Company field to select the company from the database.


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Map The Information

You may then proceed through the form and specify where each of the elements of a booking will come from. Work your way down the form choosing each item;

Contact :
Role :
Shift :
Start Time:
End Time :

etc.

For each item you may either specify a FIXED Value (using the drop-down at the left hand side) <OR> you may use the 'Column' drop-downs at the right to select a column from within the spreadsheet which contains the data.


Example: 
In the example below, the Contact has been specified as Walter Warehouse, whereas the Role, Start Time, End Time, Mins Break and Date are taken from columns within the spreadsheet.


(Below is the spreadsheet that the mapping above relates to)

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Cross-References (X-Ref)

In certain cases when using a Column to specify the values, the column will contain several entries. In those cases it is necessary to create a [X-Ref] list, which will be indicated by the presence of the X-Ref  button.

The [X-Ref] list is used to determine which actual value within the database each of the values within the chosen column equates to.

To build the X-Ref list simply click the X-Ref  button.
The system will then display a list of all the values from the selected column in Excel, and you can map these to the equivalent value within Influence.

In the example above the value "WHOP" from the spreadsheet has been mapped to "Warehouse Operative" in Influence. 

The X-REF button indicates whether the Cross-reference file has been built or not

X-Ref   /   - A tick indicates the cross-ref list has been built/mapped.

X-Ref  X = An X indicates a column has been selected, but no cross-ref list has been built.

X-Ref  = If using a saved format, ? shows a cross-ref list exists but hasn't been checked.


IMPORTANT
Having completed the mapping for the columns, you should then specify the Pay Period for these bookings (Hourly/Daily)


Optional - Date Ranges

Ideally the spreadsheet will contain details of each booking/shift that is required, along with a date for the booking. However, if that is not the case it is possible to specify your own date range and days rather than rely upon the spreadsheet.

For example, if you wish to create bookings on every Monday and Wednesday during Feb, you may set the Date Range as 01/02/2019 - 28/02/2019 and specify the Monday and Wednesday  (See Below for Example)


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Candidate Identification

When importing filled bookings it is imperative to provide some means of uniquely identifying the candidate for whom the booking should be created. This can be one of either;

Reference - The Candidate reference as seen at the bottom left of the record in Influence.
Email - the email address for the candidate (If shared by more than 1, you will also need Forename/Surname to uniquely identify a single candidate.)

Payroll Ref - the payroll reference stored on the candidate record in influence.

NOTE: The use of Forename/Surname on their own without any other identifier is not sufficient to uniquely identify a candidate record.

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Import The Bookings

Once you have completed all the necessary fields, press [Load]

Provided you have completed everything correctly, the system will attempt to load the information from the spreadsheet and use this to create filled bookings at the specified company.


The system will display a Preview of what it will create.

Lines in RED  - will not be created. This is usually due to mandatory compliance items not being met, or a scheduling clash meaning the booking cannot be created.

Lines in Yellow - have a warning such as expired compliance; clicking on the booking will allow the user to choose whether to create the booking or not.

Lines in RED-will not be created


OptionalIf you want the details of these errors can be exported to MS Excel for further analysis by clicking the Printer icon at the top left of the screen.


Press [OK] to go ahead and create these filled bookings or [Cancel] to abort.
If you press [OK] the system will offer the chance to SAVE the import template for that Company.


Once processed these bookings can be seen and managed in the normal way using the [Planner], [Bookings] tab of the client record, etc etc.


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  1. Graeme Orchard

  2. Posted
  3. Updated

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