Sites: import them from a CSV file
On Clients, then Sites, owners and managers can import every site at once from a CSV file of up to 1,000 sites and 2 MB. Save your spreadsheet as CSV, or download BlueTac’s template and fill it in.
BlueTac matches your columns to its fields by their headings, and you can change any match; your browser remembers it for your next file. The fields are:
- Site name
- Client
- Street address
- City
- State or region
- Postal code
- Country
- Time zone
- Site phone
- Bill rate
- Post orders or notes
- External id
A new site needs a site name and a time zone, written like America/New_York.
Before anything is saved, BlueTac shows each row as new, changed or unchanged, with the fields that change and each problem with its row number. Rows with problems are not saved; the other rows are.
Importing the same file again changes nothing. A row matches a site by its external id, or by its name and address when it has none, and a blank cell keeps what the site already has.
After the import
- Clients. A site’s client is matched to one of your clients by name, or created with invoicing off. If your customers are in QuickBooks, import them first (Moving from QuickBooks) so the names match.
- Coverage. Imported sites have no coverage yet: set up each site’s coverage after the import.
- Post orders. The post orders column becomes an unpublished draft. Employees see nothing until a manager publishes it in Post orders.
- Map locations. Check each imported site’s map location before you turn on its clock-in location check. For a U.S. address, Find on map sends only that site’s street, city, state and ZIP to the U.S. Census Bureau, one site at a time; review its estimated point before you save it.
- Bill rates need financial access from the owner. Without it, leave that column empty.
Employees: import them from a CSV file
In People, the primary owner, and owners or managers with employment access, can import employees at once from a CSV file of up to 1,000 employees and 2 MB: your own spreadsheet saved as CSV, or BlueTac’s template.
BlueTac matches your columns to its fields by their headings, and you can change any match; your browser remembers it for your next file. The fields are:
- Full name
- First name
- Last name
- Phone
- Employee id
- Pay rate
- License type
- License state
- License expires
- Start date
- Sites
- More sites
- Max weekly hours
- End date
Each employee needs a name (a full name, or a first and last name) and an email address, because employees sign in to BlueTac with their email. Pay rates are read only with financial access from the owner.
Before anything is saved, BlueTac shows each row as new, changed or unchanged, with each problem and its row number. Rows with problems are not saved; the other rows are. Two rows with the same email, phone number or employee id are flagged, and a row with an end date, someone who has left, is reported instead of added. Phone numbers are read only to find duplicates and are not kept.
Importing the same file again changes nothing. A row matches an employee by the employee id from the file, then by email, and a blank cell keeps what the employee already has. Owners, managers and client accounts are never changed by the import.
Switching imported employees on
Imported employees are saved switched off: they take no seat, do not change your bill, cannot sign in and are not scheduled. The subscribing owner switches them on in the import panel, after seeing what it does to the seat count and the monthly price. Each needs a pay rate and an email first.
The import sends no invitation or email. Once employees are switched on, invite them from People: see Invite your employees.
Office users are the owner and managers; everyone else on your team uses an employee seat. Each person counts once, and clients don’t use a seat.
Shifts: build them in Schedule
Shifts are not imported from a spreadsheet. Once your sites have their coverage, create your first shifts in Schedule.