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Exporting and re-importing a planning

Here we will teach you on how to create the planning for the next year, based on previous year. This is a more difficult topic, if you need help, please contact your CSM.

Intro:

First we need to know all the data we require to import your planning to next year, so let’s go over this:

  1. We have our project requirements:
    1. A name
      1. {% raw %}{{PROJECT_NAME}}
    2. Start date
      1. {{PROJECT_START_DATE}}
    3. End date
      1. {{PROJECT_END_DATE}}
    4. Department (if “departments” module is enabled)
      1. {{PROJECT_DEPARTMENT_NAME}}
    5. any additional planning fields that are required (if “additional planning fields” module is enabled)
      1. {% endraw %}{{PROJECT_{% endraw %}+ name in dictionary (can be found per field)
  2. Subproject requirements
    1. Name
      1. {{SUBPROJECT_NAME}}
    2. Start date
      1. {{SUBPROJECT_START_DATE}}
    3. End date
      1. {{SUBPROJECT_END_DATE}}
    4. Any additional planning fields if set to be required. (and if module “Additional planning fields” is enabled)
      1. {{SUBPROJECT_ + name in dictionary (can be found per field)
  3. Team requirements
    1. Workstation
      1. {% raw %}{{TEAM_WORK_STATION_NAME}}
    2. Function
      1. {{TEAM_FUNCTION_NAME}}
    3. Start date
      1. {{TEAM_FIRST_SHIFT_START_DATE}}
    4. Start time
      1. {{TEAM_FIRST_SHIFT_START_TIME}}
    5. End time
      1. {{TEAM_FIRST_SHIFT_END_TIME}}
    6. End date
      1. {{TEAM_FIRST_SHIFT_END_DATE}}
    7. Breaktime (if set to be required in “plan” settings under “teams”)
      1. {{TEAM_FIRST_SHIFT_BREAK_DURATION}}
    8. Amount of required enrolments
      1. {{TEAM_NUMBER_OF_PERSONS}}
    9. Any required additional planning fields (if “Additional planning fields” module is enabled)
      1. {{TEAM_+ name in dictionary (can be found per field)

Following we will make a basic template with all export codes for the export: Basic_export_planning


Now we upload the excel in our teams exports:

  1. Go to the gearwheel icon
  2. Select in the dropdown “Settings”
  3. Scroll down in the “module list” till you find “Export data”
  4. Inside the module, you look for “teams”
  5. on the right hand side of “Excel” you can press the plus icon to add a new template
  6. Give it a clear name
  7. Upload the excel you just created
  8. Select the correct language if needed
  9. Press save

Now navigate to the planning and make sure you are in the list view. And go to the team level of all projects.

Here you can either check project per project by using the filters, or you can do it via the period filter and select start date 01/01/2025 to 31/12/2025. This will then include all teams.


Now press on the export button at the right hand side of the list view (arrow key pointing down). Here you can select your template if you are in the same language as the template is. And now give it a clear description.

Press export, and await the results.


If you have an export going over 10.000 teams:
Please export teams per project, inside the list view go into a project and go to the team level.

From this you follow these steps to create the export:

Use the period filter to include all teams of this project: 

  • Start date: 01/01/2025
  • End date: 31/12/2025

Press at the right hand side of the list view on the “export” key.

Give it a clear description

Select your template

Press “export” and await the results




How to create an import planning


Okay so based on the previous export, we would have some results that were already in Beeple.

Some import things to know:

  1. If you didn’t copy past all exported data into a new excel, you will receive a crash screen. This is because the excel you receive is no longer editable by us.
  2. If you have “custom labels” set-up, the names are going to be different then from our template.
  3. Project names are unique, so if you don’t rename your project. You will receive an error because your start date and end date won’t match, but the name matches. (PS adding spaces anywhere, will not resolve this)
  4. Make sure that if you change departments that functions and addresses need access before we can import them.
  5. If you receive an error message, please always include a picture from the finished import where it will show you the errors per team you are going to create.

Now we know how this works, let’s get to the configuration:

  1. Go to the “settings”, via the gearwheel icon at the top right corner.
  2. Go to the module “import data”:
  3. If you don’t have the “Import planning mappings”, you’ll have to contact support about this to enable this feature.
  4. Once they flipped the switch, you’ll see the title and the option to add a “import mapping”
  5. Here you’ll see the following options:
    1. Give it a name
    2. Upload your new excel with the Beeple data
    3. Now press on the arrow key that appeared
    4. This loads in all titles from this import mapping and will allow you to link them to the corresponding fields in Beeple
    5. But first, select the correct language if required.
  6. Matching all the fields that are loaded in:

Name in excel

Select in Beeple dropdown

Project name

Project name

Project start date

Project start date

Project end date

Project end date

Subproject name

Subproject name

Subproject start date

Subproject start date

Subproject end date

Subproject end date

Team work station name

Team work station

Team function name

Team function

Team first shift start date

Shift start date

Team first shift start time

Shift start time

Team first shift end time

Shift end time

Team first shift end date

Shift end date

Team first shift break duration

shift break

Now we have this set up, press save and we can continue


Go back to the planning tab, here we can press on actions and it will show “import planning”. Which is what we need.

Upload the new file again, here it will read all inputted data to create the match with the “import mapping” we made earlier.

Select your import mapping, this will load in at the bottom of your screen. That you can see how it’s linked. Press on “Add planning import” to move to the last page where you can validate the data one last time. And you can see how the excel is read in by the system.


Here make sure of the following:

  1. The dates are still formatted correctly “DD/MM/YYYY”
  2. Time is still shown as time format “HH:MM”
  3. Break time is still shown as time format “HH:MM”
  4. Number of required enrolments is still shown as a number

If you checked everything, go all the way to the top right (you might have to scroll all the way to the right side), but there you have a button “import” which will start the import process. Now await the results, and refresh your page at the end to see the results of your import.

How to Export and Import Projects, Subprojects, and Teams for the New Year


Introduction:


To effectively import your planning for the upcoming year, it is essential to first gather all necessary data. This section outlines the required information:

  1. Project Requirements:
    • Name: {{PROJECT_NAME}}
    • Start Date: {{PROJECT_START_DATE}}
    • End Date: {{PROJECT_END_DATE}}
    • Department: {{PROJECT_DEPARTMENT_NAME}} (if the "departments" module is enabled)
    • Additional Planning Fields: {{PROJECT_ + name in dictionary (can be found per field)}} (if the "additional planning fields" module is enabled)
  2. Subproject Requirements:
    • Name: {{SUBPROJECT_NAME}}
    • Start Date: {{SUBPROJECT_START_DATE}}
    • End Date: {{SUBPROJECT_END_DATE}}
    • Additional Planning Fields: {{SUBPROJECT_ + name in dictionary (can be found per field)}} (if required and the "Additional planning fields" module is enabled)
  3. Team Requirements:
    • Workstation: {{TEAM_WORK_STATION_NAME}}
    • Function: {{TEAM_FUNCTION_NAME}}
    • Start Date: {{TEAM_FIRST_SHIFT_START_DATE}}
    • Start Time: {{TEAM_FIRST_SHIFT_START_TIME}}
    • End Time: {{TEAM_FIRST_SHIFT_END_TIME}}
    • End Date: {{TEAM_FIRST_SHIFT_END_DATE}}
    • Break Time: {{TEAM_FIRST_SHIFT_BREAK_DURATION}} (if set as required in "plan" settings under "teams")
    • Number of Required Enrolments: {{TEAM_NUMBER_OF_PERSONS}}
    • Required Additional Planning Fields: {{TEAM_}}(if the "Additional planning fields" module is enabled)

A basic template containing all export codes for this process is available here: Basic_export_planning


Uploading the Export Template:


To upload the Excel template to your team exports, follow these steps:

  1. Click on the gearwheel icon.
  2. From the dropdown menu, select "Settings."
  3. Scroll down the "module list" to locate "Export data."
  4. Within this module, find "teams."
  5. To the right of "Excel," click the plus icon to add a new template.
  6. Provide a clear name for the template.
  7. Upload the Excel file you have prepared.
  8. Select the appropriate language if necessary.
  9. Click "Save."

Exporting Team Data:


Navigate to the planning section and ensure you are in the list view. Proceed to the team level for all projects. You may either filter projects individually or use the period filter from 01/01/2025 to 31/12/2025 to include all teams.


Click the export button (downward-pointing arrow) on the right side of the list view. Select your template, ensuring the language matches, and provide a clear description. Click "Export" and await the results.


For Exports Exceeding 10,000 Teams:


If your export involves more than 10,000 teams, please export teams on a project-by-project basis. Within the list view, enter a specific project and navigate to the team level.


To create the export for a single project, follow these steps:

  • Use the period filter to include all teams for this project:
    • Start date: 01/01/2025
    • End date: 31/12/2025
  • Click the "export" button on the right side of the list view.
  • Provide a clear description.
  • Select your template.
  • Click "Export" and await the results.

How to Create an Import Planning:


Based on the previous export, you will have results that were already present in Beeple. It is important to note the following:

  1. Failure to copy and paste all exported data into a new Excel file will result in a crash screen, as the exported Excel file is not directly editable by us.
  2. If "custom labels" are configured, the names will differ from those in our standard template.
  3. Project names must be unique. If you do not rename your project, an error will occur due to a mismatch between the name and the start/end dates. (Adding spaces will not resolve this issue.)
  4. If department changes are made, functions and addresses must have access before the import can proceed.
  5. In the event of an error message, please include a screenshot of the completed import, which will display errors per team.

Configuration for Import Planning:


To configure the import planning, follow these steps:

  1. Access "settings" via the gearwheel icon in the top right corner.
  2. Navigate to the "import data" module.
  3. If "Import planning mappings" is not available, contact support to enable this feature.
  4. Once enabled, you will see the title and the option to add an "import mapping."
  5. The following options will be presented:
    • Provide a name.
    • Upload your new Excel file containing Beeple data.
    • Click the arrow key that appears.
    • This action loads all titles from the import mapping, allowing you to link them to the corresponding fields in Beeple.
    • Before proceeding, select the correct language if required.
  6. Match the loaded fields as follows:

Name in Excel

Select in Beeple Dropdown

Project name

Project name

Project start date

Project start date

Project end date

Project end date

Subproject name

Subproject name

Subproject start date

Subproject start date

Subproject end date

Subproject end date

Team work station name

Team work station

Team function name

Team function

Team first shift start date

Shift start date

Team first shift start time

Shift start time

Team first shift end time

Shift end time

Team first shift end date

Shift end date

Team first shift break duration

Shift break

Once configured, click "Save" to continue.


Importing the Planning:


Return to the planning tab, where you can click "actions" and select "import planning."


Upload the new file again. The system will read all inputted data to match it with the previously created "import mapping." Select your import mapping, which will load at the bottom of your screen, displaying the linkages. Click "Add planning import" to proceed to the final validation page, where you can review how the Excel data is interpreted by the system.


Ensure the following:

  1. Dates are correctly formatted as "DD/MM/YYYY."
  2. Time is displayed in "HH:MM" format.
  3. Break time is displayed in "HH:MM" format.
  4. The number of required enrolments is shown as a numerical value.

After verifying all details, navigate to the top right of the page (you may need to scroll horizontally) and click the "import" button to initiate the import process. Await the results and refresh your page to view the outcome of your import.

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