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Team Rota: Import Process

Summary

Team Rota import lets managers upload shift schedules from a spreadsheet instead of entering each cell manually. Use it on Team Rota when you need to load many employees at once for up to one month of dates.

For day-to-day scheduling after import, see Team Request and Team Rota under Rota - Manager.

In this article

  • Before you begin
  • Using Team Rota import
  • Opening the import wizard
  • Details
  • Validate
  • Import
  • Frequently Asked Questions (FAQ)

Before you begin

Rota must be on your organisation’s contract. Plumm shows Rota only when the rota add-on is active.

You need Edit Team Rota to run an import. View Team Rota alone is not enough.

Open Rota from the Rota app in Apps. You cannot open Rota from Core.

Prepare a file using the Plumm template.

Requirements:

  • Shift names in the file must match active shifts in Admin Rota Shift.
  • No Logs is also a valid cell value.
  • Maximum 1,000 data rows per import.
  • Maximum one file per import.
  • Maximum file size 5 MB.
  • Allowed extensions:
    • .csv
    • .xlsx
    • .xls
  • The workbook must include a worksheet named:

Rota_Shift_Import

Using Team Rota import

Use import when you have a filled template ready.

Imported shifts follow the same publish rules as shifts added in the grid.

After import:

  • Review Team Rota.
  • Use Publish Changes if shifts were saved as draft.

Opening the import wizard

  1. Log in to Plumm.
  2. Open the 9-dot menu. The control label is Apps.
  3. Under PRODUCT SUITE, select Rota.
  4. Select the Team Rota tab.
  5. Open the three-dot menu (⋮) at the top right, then select Import.

The modal heading is:

Import

The wizard steps are:

  • Details
  • Validate
  • Import

Details

Plumm shows:

Maximum of 1,000 records per import. For optimal outcomes, consider dividing extensive imports into several smaller files.

To download the template:

Download the template here.

Select here to download:

Plumm_Rota_Shift_Import_Template.xlsx

Select Upload to choose your file.

The file control tooltip is:

Drag and drop a file - Supported format: .CSV / Browse files

If no file is selected, Plumm shows:

Required field

when you select Next.

After a successful upload, the toast is:

Uploaded

File validation messages

Plumm can show:

  • Please upload an Excel file with extension .csv, .xlsx or .xls.
  • You cannot upload a file more than 5 MB.
  • You can only upload up to 1 files.
  • The Excel file has more than 1k rows. Please reduce the number of rows and try again.
  • The Excel file contains only header row without any data. Please add data and try again.
  • Invalid sheet format.

Select Next to continue.

Validate

The heading is:

Match the column titles

Help text:

Compare your titles to Plumm's by selecting each field in the "match title" column.

The table columns are:

  • Your file
  • Match titles here
  • Status

Map the first four columns to:

  • WorkEmail
  • Name
  • Department
  • Location

The dropdown placeholder is:

Open this select menu

Date columns in the format:

DD-MMM-YY

Example:

03-Jan-25

are auto-mapped and cannot be changed.

Empty mapping shows:

Required Field

in red.

Before selecting Next, Plumm checks:

  • The upload table is empty. Please try uploading again.
  • Some columns are missing their required mappings. Ensure all columns are properly mapped before continuing.

Select:

  • Back to return to Details.
  • Next to run server validation.

Server messages

Plumm can show:

  • No headers found in the Excel file. Please check the file and try again.
  • The Excel file does not contain any data. Please add data and try again.
  • Invalid or missing employee email
  • Blank email field
  • Employee e-mail does not exist
  • Invalid shift name '{name}' for date {date}.

Import

When all rows pass validation, Plumm shows:

It seems everything looks good and ready to go.

When some rows fail, Plumm shows:

It seems there are some errors.

Plumm also shows:

Important Note: Only working imports will be used. If an import has an issue, and you decide to skip, that line will not be imported, and the platform will still load the rest.

The error table columns are:

  • Name
  • Error Description
  • Row
  • Skip

Use Select All on Skip to exclude all error rows.

Select:

  • Back to change mappings.
  • Submit to import valid rows.

Success toast:

  • You've updated {N} record when one row is imported.
  • You've updated {N} records for more than one row.

Template download failure

Plumm shows:

Failed to download the template. Please try again later.

After import:

  • The Team Rota grid refreshes.
  • Publish draft imports from Publish Changes when needed.

Frequently Asked Questions (FAQ)

  • Where do I download the template?
    In the import wizard on Team Rota, on Details, select here on Download the template.
  • How many rows can I import at once?
    Up to 1,000 data rows. Split larger files into multiple imports.
  • Can I import for a different month?
    Yes. The template includes date columns you can fill for the range you need, within the file limits.
  • What shift names are valid?
    Names must match shifts configured in Admin Rota Shift, plus No Logs for empty days.
  • Can I skip rows with errors?
    Yes. On Import, tick Skip on error rows. Valid rows still import.
  • Do I need Edit Team Rota?
    Yes. View Team Rota alone cannot open import.