How to Assign Schedules to Employees Using the Bulk Upload Process

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    In this guide, you’ll learn how to assign schedules to multiple employees in the Staffinc Suite application using the bulk upload process. We’ll start from the Employee’s Schedule page, export a template, fill it out, import it back, and confirm the assignment by viewing the updated schedules, ensuring an employee has a full 7-day schedule.

    Navigate to the Bulk Assign Schedule Page

    1. Start on the Employee’s Schedule Page: On the Employee’s Schedule page, view the current schedules. For example, Aditya Saputra has some empty slots this week (e.g., March 24–30, 2025).
    2. Locate the Action Button: Click the "Action" button to start bulk assigning schedules.
    3. Open the Dropdown Menu: After clicking the "Action" button, the dropdown menu appears.
    4. Select Bulk Assign Schedule: Select "Bulk Assign Schedule" from the dropdown to begin the bulk assignment process.

    Export the Template

    1. Access the Bulk Assign Schedule Page: You’re now on the Bulk Assign Schedule page. Start by exporting a template to fill in the schedules. All filters are mandatory to enable the Export Template button.
    2. Locate the Working Group Filter: Locate the Working Group filter to specify which employees to include in the template.
    3. Select a Working Group: Select a working group, such as "Sales Team," in the Working Group filter.
    4. Choose a Level: Choose a level, such as "Regional Managers," within the selected working group.
    5. Select Nodes: Select nodes, such as "East Jakarta, South Jakarta" to filter employees for the export.
    6. Locate the Attendance Period Filter: Locate the Attendance Period filter to define the date range for the schedules.
    7. Set the Attendance Period: Choose the Attendance Period, such as March 24–30, 2025, to set the date range.
    8. Locate the Email Field: Locate the "Email" field to specify where the template will be sent.
    9. Enter Your Email Address: Enter your email address, such as "user@example.com," to receive the exported template.
    10. Check the Export Template Button (Disabled State): The "Export Template" button is disabled because all filters are mandatory. Complete all fields to enable it.
    11. Check the Export Template Button (Enabled State): With all filters applied, the "Export Template" button is now enabled.
    12. Export the Template: Click the "Export Template" button to start the process. You'll see a "Loading..." indicator while the system prepares your template. This may take a few moments.
    13. Wait for the Export Process: The system is now exporting the template in the background. Wait for the process to complete.
    14. Confirm Export Success: Upon successful completion, you'll receive a confirmation message: "Exported data sent to email. Check your inbox periodically."
    15. Handle Export Errors (If Applicable): If you encounter any errors during the export process, such as "Maximum attempt exceeded," wait for the specified time (e.g., 5 minutes) before trying again.

    Fill Out the Template

    1. Review the Exported Template: The exported template will have specific guidelines for filling out the data. You only need to fill in the Employee ID and Master Schedule ID.
    2. Fill the Master Schedule ID Column: In the Master Schedule column, enter the desired value in number format for each employee.
    3. Prepare the Filled Template: Once you've filled out the template, the imported values will overwrite the existing data in the client portal. The completed template should be uploaded in CSV format.

    Import the Filled Template

    1. Locate the Import File Section: Return to the Staffinc Suite and locate the "Import File" section on the Import File popup. You can either click on the upload area or drag and drop your filled template file into the designated space.
    2. Select the Filled Template: Once your file is selected, click the "Import File" button to begin the upload process.
    3. Start the Import Process: Click the "Import" button to begin importing and validating the CSV file.

    Confirm the Assignment

    1. Close the Upload Result Pop-Up: Click "Close" on the pop-up to return to the Employee’s Schedule page and view the updated schedules.
    2. View the Updated Schedules: Back on the Employee’s Schedule page, Aditya Saputra now has a full 7-day schedule for March 24–30, 2025, with working shifts (e.g., "Morning Shift: 09:00–17:00" for Monday to Friday) and days off (e.g., "Day-Off" for Saturday and Sunday) assigned.