How to use the 7shifts AI Schedule Importer
The AI Schedule Importer extracts departments, roles, and employee names from your existing schedule file to build your 7shifts account structure automatically and help create your first schedule.
Things to know
Important: Managers/Assistant Managers require the permission "Can manage schedules", and can only access schedules for the Locations/Departments they are assigned to.
- The AI Schedule Importer is currently available only for trial accounts.
- Each account can import one schedule using this tool.
- The AI Schedule Importer becomes unavailable if you add a new location during your trial period.
- The importer will do its best to accurately create your account structure, but some imperfections may occur. You can review and edit all extracted data before finalizing the 7shifts account structure and employee assignments.
- The AI Schedule Importer supports JPG, PNG, XLSX, and CSV file types.
- Uploaded files must not exceed a maximum size of 5MB.
- Single-sheet or single-page files provide the best results for data extraction.
Use the AI Schedule Importer
Note: The AI Schedule Importer tool appears as an option during your initial account setup, from the Quick Start Guide or when you visit the Schedule page for the first time during your trial.
- Log in on the web app as an Admin/Manager with permissions.
- In the left navigation bar, head to the Schedule page.
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Click the Import first schedule button at the top right of the Schedule.
- Select Choose file to upload your current schedule file or image.
- Click Smart Build to begin the data extraction.
- Allow up to 2 minutes for the tool to process the data.
- Review the extracted Departments and Roles. Modify names, delete entries, or add new departments and roles as needed.
- Click Confirm and continue.
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Review the extracted Employees and their assignments.
Note: If you have already added employees to your account prior to using this tool, be sure to check that you are not adding duplicate profiles. You have the option to delete any duplicates by clicking the trash can icon.
- Click Done to finalize the import.
The AI Schedule Importer is available on the mobile app for Admins and Managers (with permissions). It appears upon the first visit to the schedule page during a trial period.
- Log in on the mobile app as an Admin/Manager with permissions.
- Tap on the calendar icon
on the bottom navigation bar.
- Head to the week's schedule that you would like to publish.
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Tap the Add my schedule button.
- Choose how you would like to add your schedule.
- Photo from your library
- Take a photo
- Choose a file
- Allow a few minutes for the tool to process the data.
- Review the extracted Departments and Roles. Modify names, delete entries, or add new departments and roles as needed.
- Tap Confirm and continue.
-
Review the extracted Employees and their assignments.
Note: If you have already added employees to your account prior to using this tool, be sure to check that you are not adding duplicate profiles. You have the option to delete any duplicates by tapping the three-dot menu > Delete.
- Tap Done to finalize the import.
Next Steps
Once the import is finished, you will see a blue banner at the top of the Schedule page where you have the option to add the imported shifts.
Shifts added via the AI Scheduler importer are also automatically saved as a schedule Template.
Check out this article to learn how to add shifts, edit shifts, and publish your first schedule.