Skip to main content

Batch import shifts

The purpose of this feature is to speed up the import of shifts into skillo by allowing you to list shifts in excel files and then uploading the excel files into skillo.

Examples​

  • Example 1 - simple example, candidate, clients and work sites need to be added before uploading the file

  • Example 2 - advanced example, candidate and clients need to be added before uploading the file

Uploading shifts​

In order to batch import shifts you need to:

  1. prepare your excel file.

    • add in the shifts in the excel file. Choose one of the formats below.

    • you can have empty rows - although it is not recommended

    • you can have extra columns as long as the required ones exist

Batch import shifts example 1 | Batch import example 1 with various shift work fields, candidates, work sites, competences, dates and times |

Batch import shifts example 2 | Batch import example 2 with various shift work fields, candidates, work sites, competences, dates, times and empty rows |


  1. go to the Batch Imports page

  2. import the file by clicking on the big blue box at the top of the page or dragging and dropping the file

    • when the file has finished importing it will appear at the top of the page

    • 👍try to give a descriptive name to the file - this way it will be easier to recognise in the future

  3. Click on Validate data and constraints in order to start file validation

    • this step validates the contents of the file in order to ensure it is properly prepared for import.

    • if the file is not properly formatted then the status will change to Data invalid and you will see a link to review the errors

    • if the data is valid, this step will proceed to validate the constraints on the shifts in the file

    • if the constraints are invalid you will see two actions available

      • Revalidate constraints (explained below)

      • Start import with exceedances

    • if the constraints are valid you will see two actions available

      • Revalidate constraints (explained below)

      • Start import

  4. Click on Start import or Start import with exceedances (at your own risk) in order to start shifts batch import.

    • this may take a while depending on the size of your file

    • if the file has been imported successfully you will see a success message and the status of the batch import will be Success

  5. Revalidate constraints - this allows you to check the integrity of the file again. (If you've updated the shifts in the schedules and you want to see how the shifts in the excel file would fit against the current schedule again)

🛠️ Shifts should now appear in the candidate's schedule.

🛠️ In the background we've calculated the travel time and fatigue and risk index.

Import Statuses​

During the batch import process, your file will go through several statuses. Here's what each status means:

  • Pending - The file has been uploaded and is waiting to be processed. Click on "Validate data and constraints" to begin validation.

  • Data validating - The system is currently checking if your Excel file is properly formatted and all required columns contain valid data.

  • Data valid - The file format and data have been validated successfully. The system will now proceed to validate constraints automatically.

  • Data invalid - The file contains formatting errors or invalid data. A link to review the errors will be available. You'll need to fix the errors in your Excel file and upload it again.

  • Constraints validating - The system is checking if the shifts in your file comply with fatigue management rules and other scheduling constraints (e.g., Network Rail constraints for RAIL shifts).

  • Validated - Both data and constraints have been validated successfully. You can now click "Start import" to import the shifts into the system. Alternatively, you can click "Revalidate constraints" if you want to check the file against the current schedule again.

  • Importing - The shifts are currently being imported into the system. This may take a while depending on the size of your file. Please wait for the process to complete.

  • Success - The batch import has completed successfully! All shifts have been added to the candidates' schedules. Travel time, fatigue, and risk index have been calculated in the background.

tip

If your file shows constraint violations but you need to proceed anyway, you can use the "Start import with exceedances" option. However, use this option carefully and at your own risk.

Column formats​

  • work field - either RAIL or CONSTRUCTION; RAIL shifts will be validated against Network Rail constraints

  • division - optional - one of the following exact values:

    • RAIL

    • ROPE_ACCESS

    • CIVILS

    • VEGETATION_MANAGEMENT

    • HAZARDOUS_TREES

    • ECOLOGICAL_SURVEYS

    • STRUCTURES

    • PROJECTS

  • client - must match a client name in skillo

  • candidate - we need to identify the candidate in the system. Apart from the full candidate name we need to provide either the unique candidate registration number we have on the system or the candidate sentinel number. Here is a list of available column formats:

    • candidate name - must match with a full name of a candidate in skillo

    • candidate reg no - must match with a registration number of the same candidate in skillo

    • candidate sentinel no - must match with a sentinel number of the same candidate in skillo - this is RAIL-only of course

    • candidat name - candidate reg no - must match with a full name of a candidate and registration number of the same candidate in skillo

  • worksite - choose one of the following:

    • worksite name - must match with a worksite name in skillo

    • worksite name - worksite post code - worksite will be created if it does not exist already by geocoding the postcode using Google Maps and setting that as worksite address

  • qualification - must match with a qualification (name or code) in skillo

  • shift start date in one of the following formats

    • 31/12/2021 using format DD/MM/YYYY

    • 31.12.2021 using format DD.MM.YYYY

  • shift times - choose one of the following:

    • shift start time and shift end time in separate columns - in one of the following formats:

      • 20:45 using format HH:mm

      • 20:45:00 using format HH:mm:ss

      • 08:45:00 AM using format HH:mm:ss AM/PM

    • shift interval in one of the following formats:

      • 09:35 - 20:45 using format HH:mm - HH:mm

      • 09:35:00 - 20:45:00 using format HH:mm:ss - HH:mm:ss

      • 09:35:00 AM - 08:45:00 PM using format HH:mm:ss AM/PM - HH:mm:ss AM/PM

  • break duration - 01:00 using format HH:mm