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Bulk import roster shifts

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Import shifts to your rosters in bulk via CSV upload

The Bulk Import for Shifts allows you to quickly and easily create shifts across multiple rosters using a quick import. If you are familiar with using CSV imports, this method is a great alternative to templating rosters.

This import will allow shifts to be imported in accepted or published status, or as a draft or pending, offering flexibility in how you roster.

With the Shifts CSV Import, you can:

  • Create rosters with or without employees attached
  • Create a large number of shifts in bulk and across multiple rosters and multiple weeks
  • Create rosters quickly when coming from a different rostering system

In this article, we will cover:

  • Using the Shift import
  • The import validations available and required

  Permission Warning: To use this import tool, you must have 'Access CSV Import' enabled in your user permissions.

Roster shifts import

If you need to quickly fill your rosters or are transitioning from another system to foundU, using this CSV import can be a fast way to populate your initial rosters.

Before you begin, consider the method you want to use to import your shifts. Shifts can be imported into your roster with differing statuses. These include:

  • Accepted or published state - To save time, meaning you won't need to navigate to the rosters after the import to publish the shifts.
  • Pending or draft state - After import, navigate to your rosters to make minor changes before publishing. 

To import shifts to your roster:

  1. Navigate to the main menu > Import/ Export > CSV Import.
  2. From the drop-down, select Shifts.
  3. Select Get Field Definitions to get an overview of which fields are mandatory and the required data format. 
  4. Select Download Blank File. To download the CSV file, you will need to input your data.

  5. You can use the Exports available to get the data you need to fill your blank CSV with shifts.
    • Export Rosters - To give you the Roster ID and Roster name.
    • Export Positions - To give you the position ID and Position name.
    • Export Position Groups - To give you the Position Group ID. 
    • Export Allowance Rates - To give you the Allowance Rate ID. 
    • Export Tags -to give you the Tag ID and Tag Name.

        Please note: Although not on this page, you may want to export your approved people to get the Employee IDs & Employee names. This can be done from the Approved People page > bulk actions > export all filtered. 
  6. In your downloaded blank file, add all the shift details you would like to import.

      Hot tip: You can import shifts without employees if you'd like to fill them later from the roster. These shifts will appear with a red error warning on your roster. 
  7. Once filled, save your CSV file, but do not close it.
  8. From the CSV Import page, choose file, select your recently saved CSV and open.
  9. Select Import CSV to load your shifts. If uploaded correctly, the green bar will appear. All shifts imported should now appear on your rosters in an unpublished state. You will need to publish your rosters so that your employees can view their shifts.

  Hot tip: All shifts imported should now appear on your rosters as per the shift status you selected in your CSV. If you imported shifts in a pending/draft state, you will need to publish your rosters so that your employees can view their shifts.

  Hot tip: Once you import your shifts for one week, consider creating roster templates from your imported shifts. If this interests you, please consult this guide.

Data validation

When importing data into foundU, the data must be provided in the correct format. Below, you will find all the information required about the included columns of this import and the accepted formats for editable data. 

 Please note: The bold rows in the table below refer to the mandatory columns in your import. 

Column Name Column Definition Mandatory Field Accepted Format
Date The start date of the shift. Y

dd/mm/yyyy 

e.g. 19/05/2025
Start The start time of the shift. Y

hh:mm

e.g. 07:30
Unpaid Break Start

Shift unpaid break start time.

The break should commence within the shift and must end before the shift ends, as determined by break length.

If inputting multiple unpaid breaks, add extra columns and number each break start sequentially.

e.g. Unpaid Break Start 1, Unpaid Break Start 2 etc. 

 N

hh:mm

e.g. 11:30
Unpaid Break Length 

Shift unpaid break time, in minutes.

If inputting multiple unpaid breaks, add extra columns and number each break length sequentially.

e.g. Unpaid Break Length 1, Unpaid Break Length 2.

 N

hh:mm

e.g. 00:30
Paid Break Start

Shift paid break start time.

The break should commence within the shift and must end before the shift ends, as determined by break length.

If inputting multiple paid breaks, add extra columns and number each break start sequentially.

e.g. Paid Break Start 1, Paid Break Start 2.

 N

hh:mm

e.g. 11:30
Paid Break Length

Shift paid break time, in minutes.

If inputting multiple paid breaks, add extra columns and number each break length sequentially.

e.g. Paid Break Length 1, Paid Break Length 2.

 N

hh:mm

e.g. 00:30
End The end time of the shift. Y

hh:mm

e.g. 17:30
Status

The status of the shifts upon import.

 N

To publish the shifts, enter:

  • Publish
  • Published
  • or, Accepted

To keep the shifts unpublished, enter:

  • Draft
  • or, Pending
Roster Number The ID of the roster the shift is applied to. Y

Numerical

Minimum 1 number
Roster Name

The name of the roster.

This is not included in the import and helps make your import more readable. 

 N Minimum 2 characters
Employee Number The ID of the employee assigned to the shift. N

Numerical

Minimum 1 number
Employee Name

The name of the employee assigned to the shift.

This is not included in the import and helps make your import more readable. 

 N Minimum 2 characters
Position ID

The ID of the position for the shift.

If using position groups, do not use this field.

 Y

Numerical

Minimum 1 number
Position Group ID

The ID of the position group for the shift.

Only use this field if enabled.

 Y

Numerical

Minimum 1 number
Position

The name of the position or position group.

This is not included in the import and helps make your import more readable. 

 N Minimum 2 characters
Tag ID The ID of the tag set as a requirement of the shift. N

Numerical

Minimum 1 number
Tag Name

The name of the tag set as a requirement of the shift.

This is not included in the import and helps make your import more readable. 

 N Minimum 2 characters
Allowance Rate ID The ID of the allowance applied to the shift. N

Numerical

Minimum 1 number
Allowance Value

The number of units applied to the allowance.

This is only required if the allowance type requires a value. 

e.g. travel KM.

 N

Numerical

Minimum 1 number
Allowance Name

The name of the allowance applied to the shift. 

This is not included in the import and helps make your import more readable. 

 N Minimum 2 characters
Shift Cost Code/ Purchase Order

Shift cost code or purchase order override.

Will override the existing roster cost code or purchase order for a shift.

 N Minimum 2 characters
Note

Comments relating to the imported shift for the employee or admins. 

If inputting multiple notes, add extra columns and number each note sequentially.

e.g. Note 1, Note 2, Note 3.

 N Minimum 2 characters
Note Visible

Select if the Note should be visible to the employee or for admin view only. 

If inputting multiple notes, add extra columns and number each note sequentially.

e.g. Note Visible 1, Note Visible 2, Note Visible 3.

 N Y, y, Yes, yes or N, n, No, no

 

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