📌 Note: The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.
Importing spreadsheets directly into the system provides a fast, efficient way to manage your platform at scale. Instead of manually creating individual User profiles, importing Users streamlines the entire process. Users must first be imported to the Users list to establish their profiles before they can be imported directly to a specific Shift. Supported file formats include .xlsx, .xls, .csv, and .txt.
💡Tip: We strongly recommend using the downloadable templates as mentioned in the instructions below as a baseline to ensure your data is formatted correctly for a successful import.
💡Tip: When importing fields with multiple options, entries must match your system's exact option names. This only applies to fields that are dropdown menus with multiple selectable options. Separate multiple values using a comma or a pipe with no spaces around the separators:
"value_1","value_2"
"value_1"|"value_2"
If your values contain commas, it is recommended to separate them using pipes. For example: value1,2|value3,4
IN THIS ARTICLE:
Import Users to the Users List
Bulk-importing spreadsheets into your user list is the fastest way to build or update your main database. It streamlines onboarding by creating new user accounts or updating profile details all at once.
💡Tip: The import file must include at minimum, columns for the User's first name, last name, email address, and date of birth. Verify that your file contains no invalid foreign characters and that all User dates of birth meet or exceed the minimum age requirement configured in your Organization Settings.
Click Users > Users.
Click the Actions button.
Click Import Users. The Import window appears:
Click the Action dropdown and select one of the following options:
Create: Add new User profiles to your platform in bulk. The following additional checkbox fields appear:
Update: Edits specific fields on existing profiles using the unique User ID to target the correct record.
⚠️ Warning: Data updates are permanent and cannot be reversed. Please double-check all information before proceeding with the upload.
Delete: Permanently removes existing profiles from your user list by matching their unique User ID.
(Optional) Click the Excel or CSV buttons to download a sample template to ensure your import template is compatible.
(Optional) Click the Show Advanced Options button. The following additional checkbox fields appear:
Update Blank Cells: Leaving a cell blank in your file will permanently clear that existing field in the system upon import.
Trigger Automations: Enable automations whenever imported data matches existing rule criteria.
Click the Browse button.
Click the Upload button. The Import: Mapping window appears:
💡Tip: Click the dropdown arrow in a field name's cell to edit the field.
Click the Process button. The following window appears:
Click the Close button. An email is sent to you and a notification appears in the Admin Console that the import is complete. An error report is also accessible via the email and the notification.
Import Users to a Specific Shift
Users must be imported Users list first before importing them to a Shift. Importing Users to a Shift requires existing User profile records to ensure the import is successful.
💡Tip: The import file must include at minimum, the User's ID, Event User Shift Status, Check-In Timestamp, and Check-Out Timestamp. Verify that your file contains no invalid foreign characters and that all User dates of birth meet or exceed the minimum age requirement configured in your Organization Settings.
Click Events > Events.
Click the View Shifts button on the Event the Shift is located. The Event's Shift list appears:
Click the View Users icon on the Shift you wish to import Users to.
The Preview window appears displaying the User List:
Click the View More Details button. The Shift Users list appears:
Click the Actions button.
Click Import Shift Users. The Import window appears:
Click the Action dropdown and select one of the following options:
Create: Add new User profiles to your platform in bulk. The following additional checkbox fields appear:
Update: Edits specific fields on existing profiles using the unique User ID to target the correct record.
⚠️ Warning: Data updates are permanent and cannot be reversed. Please double-check all information before proceeding with the upload.
Delete: Permanently removes existing profiles from your user list by matching their unique User ID.
(Optional) Click the Excel or CSV buttons to download a sample template to ensure your import template is compatible.
(Optional) Click the Show Advanced Options button. The following additional checkbox fields appear:
Update Blank Cells: Leaving a cell blank in your file will permanently clear that existing field in the system upon import.
Trigger Automations: Enable automations whenever imported data matches existing rule criteria.
Click the Browse button.
Click the Upload button. The Import: Mapping window appears:
💡Tip: Click the dropdown arrow in a field name's cell to edit the field.
Click the Process button. The following window appears:
Click the Close button. An email is sent to you and a notification appears in the Admin Console that the import is complete. An error report is also accessible via the email and the notification.
Import Users to the Shift Users List
Users must be imported Users list first before importing them to the Shift Users list. Importing Users to the Shift Users list requires existing User profile records to ensure the import is successful.
Click Events > Shift Users.
Click the Actions button.
Click Import Shift Users. The Import window appears:
Click the Action dropdown and select one of the following options:
Create: Add new User profiles to your platform in bulk. The following additional checkbox fields appear:
Update: Edits specific fields on existing profiles using the unique User ID to target the correct record.
⚠️ Warning: Data updates are permanent and cannot be reversed. Please double-check all information before proceeding with the upload.
Delete: Permanently removes existing profiles from your user list by matching their unique User ID.
(Optional) Click the Excel or CSV buttons to download a sample template to ensure your import template is compatible.
(Optional) Click the Show Advanced Options button. The following additional checkbox fields appear:
Update Blank Cells: Leaving a cell blank in your file will permanently clear that existing field in the system upon import.
Trigger Automations: Enable automations whenever imported data matches existing rule criteria.
Click the Browse button.
Click the Upload button. The Import: Mapping window appears:
💡Tip: Click the dropdown arrow in a field name's cell to edit the field.
Click the Process button. The following window appears:
Click the Close button. An email is sent to you and a notification appears in the Admin Console that the import is complete. An error report is also accessible via the email and the notification.