How to use the 7shifts AI Schedule Importer

Updated

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 on the web app. 
  • 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.

  1. Log into the web app as an Admin/Manager with permissions.
  2. In the left navigation bar, head to the Schedule page. 

  3. Click the Import first schedule button at the top right of the Schedule. 

  4. Select Choose file to upload your current schedule file or image.
  5. Click Smart Build to begin the data extraction.
  6. Allow up to 2 minutes for the tool to process the data.
  7. Review the extracted Departments and Roles. Modify names, delete entries, or add new departments and roles as needed.
  8. Click Confirm and continue.

  9. Review the extracted Employees and their assignments. 

    Important: 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. 

  10. Click 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.

Check out this article to learn how to add shifts, edit shifts and publish your first schedule.

Related Articles

Add Shifts to a Schedule
Publish a Schedule
7shifts 101: Account Structure (Locations, Departments, and Roles)

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