Importing and Exporting Schedules

Export your schedule data to Excel or PDF formats, and import bonuses and deductions. Use the Import/Export button in the top bar for all data transfer operations.

What Is This?

The Import/Export button in the top bar of the Schedule page provides tools for transferring schedule data in and out of Shifton. You can export the schedule in several formats for reporting, record-keeping, or printing, and you can import bonuses and deductions to apply financial adjustments to employee records.

Prerequisites

#	Prerequisite	Details
1	Access to the Schedule page	You must have a project with at least one schedule
2	Admin, Owner, or Manager role	You need permissions to export and import data
3	Shifts on the schedule (for export)	There must be data to export

Step-by-Step Instructions

Accessing Import/Export

Navigate to the Schedule page for your project.

Click the Import/Export button in the top bar.

A dropdown menu appears with the available options.

Export Options

The following export formats are available:

Export Option	Description
Excel	Exports the schedule as a standard Excel spreadsheet with shift details, employee names, times, and dates
Excel (Month)	Exports a full month view of the schedule in Excel format, organized by month
Excel (month without template names)	Same as the monthly Excel export but without shift template names — shows only times and employee data
PDF	Exports the schedule as a PDF document suitable for printing or sharing as a read-only file

Exporting the Schedule

Click the Import/Export button.

Select your desired export format from the dropdown.

The file is generated and downloaded to your computer automatically.

Open the downloaded file to review the exported data.

Import Options

Import Option	Description
Import bonuses/deductions	Upload a file containing bonus or deduction amounts to apply to employee records

Importing Bonuses and Deductions

Click the Import/Export button.

Select Import bonuses/deductions (or the equivalent import option).

A dialog opens prompting you to upload a file.

Prepare your import file according to the required format:

Column	Description
Employee ID or name	The identifier for the employee
Type	Whether the entry is a bonus or deduction
Amount	The monetary amount
Date	The date the bonus or deduction applies to
Description	An optional note explaining the entry

Upload the file.

Review the preview of imported data.

Click Confirm (or Apply) to process the import.

Access Permissions

Role	Export Schedule	Import Bonuses/Deductions
Owner	Yes	Yes
Admin	Yes	Yes
Manager	Yes (assigned projects)	Yes (assigned projects)
Employee	No	No

FAQ

Q: What Excel format is used for exports?
A: Exports are generated in .xlsx format, compatible with Microsoft Excel, Google Sheets, and other spreadsheet applications.

Q: Can I re-import an exported schedule to create shifts?
A: No. The export feature is for reporting and record-keeping only. You cannot import a schedule file to create shifts. Use the schedule creation wizard or manual shift entry for that purpose.

Q: What file format should I use for importing bonuses and deductions?
A: Typically, Shifton accepts .xlsx or .csv files. Check the import dialog for specific format requirements and a downloadable template.

Q: Can I export only specific employees or date ranges?
A: The export reflects what is currently displayed on the schedule grid. Use filters in the left panel to narrow down the view to specific employees or date ranges before exporting.

Q: Is there a limit to how many entries I can import at once?
A: There is no strict limit, but very large files may take longer to process. If you encounter issues, try splitting the import into smaller batches.

Possible Issues and Solutions

Issue	Possible Cause	Solution
Export file is empty	No shifts exist in the current schedule view	Check that shifts are present and visible on the grid before exporting
Export does not include certain employees	Filters are hiding some employees	Reset all filters in the left panel before exporting
Import fails with format errors	The uploaded file does not match the required column structure	Download the import template and ensure your file follows the exact format
Imported bonuses show incorrect amounts	Decimal or currency formatting issues in the file	Check that amounts use the correct number format (e.g., use a period for decimals)
PDF export cuts off data	The schedule has too many employees to fit on a single page	The PDF may span multiple pages — check all pages. Consider exporting in Excel for large schedules