IN THIS ARTICLE:
Overview
The import tool within Rosterfy allows organisations to save time and effort with administrative tasks, including:
Creating new user records
Updating current user record data
Deleting users
Creating new shifts
Updating shifts
Importing users to shifts
For organisations transitioning to Rosterfy with an existing user database or migrating from another system, users can be seamlessly imported into Rosterfy by uploading a .xlsx or .csv file.
Note: Once data is over-written during an upload to existing user records, it cannot be reversed. Please ensure you have double checked all information before proceeding with the upload.
This article will take you through the tips and tricks for importing users and shifts into Rosterfy.
Tips for Importing Users
These are some tips to preparing your import file for import into Rosterfy:
Use the sample excel file, this will provide an example of the information that is accepted by Rosterfy when importing.
Files for importing users require a minimum of the following fields:
First Name
Last Name
Email
Date of Birth
However, if you have made other user attributes mandatory on your registration forms, these will be required in your import file also.
Check the data being imported, ensure there are no foreign characters and that the date of birth of users is greater than the minimum date of birth set in your organisation settings.
Ensure there are no duplicate email addresses.
For importing multi-select values, you must ensure all data is entered in the exact format the options are listed in Rosterfy. This is only for the field type of Options (Select Multiple) to be successful.
These entries must be entered via one of the below methods, with no spaces either side of the entry:"value_1","value_2"
"value_1"|"value_2"
If you have been trying using a .csv file and still running into trouble, try using .xls or .xlsx instead.
If the import fails, you will receive an email with the issues and what corrections are required.
When creating user records, you are able to select to automatically send an email after the upload is completed.
For more information check out the Importing Users - Overview article.
Tips for Importing Shifts
These are some tips to preparing your import file for import into Rosterfy:
Use the sample excel file, this will provide an example of the information that is accepted by Rosterfy when importing.
Files for creating shifts require a minimum of the following fields:
Column Name | Data type | Note | Example |
name | Text | Enter the title of the shift | Merch Stand |
start_timestamp | Must be data and time
| yyyy/mm/dd hh:mm:ss | 2026/01/01 07:00:00 01/01/2026 07:00:00 |
end_timestamp | Must be data and time | yyyy/mm/dd hh:mm:ss | 2026/01/01 07:00:00 01/01/2026 07:00:00 |
max_demand | Positive number | Enter the number of people required for the shift | 10 |
Check the data being imported, ensure there are no foreign characters and that the start / end dates are within the event start and end date.
If you have been trying using a .csv file and still running into trouble, try using .xls or .xlsx instead.
If the import fails, you will receive an email with the issues and what corrections are required.
For the Start and End date/time fields we recommend formatting your cells in excel with the below Custom Number format to ensure they meet the required timestamp rules.
You can import any Event Shift attribute or Custom Event Shift attribute. Simply find the attribute's code and use it as a heading in the column, as per below:
Column Name | Data Type | Example |
address:street_address_1 | Number or Text | 123 Smith Street |
address:city | Text | New York City |
address:postcode | Number or Text | 12343 |
address:country | 2 character country code | AU - Australia |
* these fields can be updated within Rosterfy at a later time if required.