New Jobs Importer: How to use it

Discover practical tips for optimising the management of your jobs and improving your productivity by importing and updating your jobs from a CSV or Excel file.

This article covers :

• Download the jobs import template file
• Information you need to know to fill in the file correctly
• Import jobs

Getting started

Navigate to the Main Menu : > Jobs > New mission importer.

Download the template file: Go to Step 1 > Import data > Download the model file

Information you need to know to fill in the file correctly

1. References and codes

#Référence unique : The reference is unique alphanumeric information for each job.

The reference is mandatory and must be unique, as it is used to create the job and update it when a new file is imported.

When the jobs are imported, this reference will be positioned in the job reference.

Code dossier : you have 2 options:

- If the file number is entered in the file, then the imported jobs will be created directly in this file. It will not be necessary to enter any client information.

- If the file number is not entered, then each assignment will be created in a new file. It will be necessary to fill in the company name and customer contact columns.

Code statut mission : Enter the status that each imported job should have.

2. Services and vehicles 

Service type code : Enter the code for the type of service as it exists in your schedule. 

Vehicle type code: Check the codes in your menu >Vehicles >Classes of vehicles

NB: The code cannot begin with a number.

3. Dates & Hours

Mission start and end dates: Use the European format: day, month, year. Ex: 30/05/2024

Mission start and end times: Use the same format as in the schedule. Ex: 17:00

4. Route details

Pick-up and drop-off: you have 2 options:

1. Enter the full address: If it is not yet saved in your WAY-Plan account, the system will automatically search for the information via Google Maps.
2. For frequently used locations: To save time, create external references.

NB : To create unique references for each location, use an alphanumeric code.
Go to your Main Menu >Configuration >Places then select the location for which you want to import a future mission.

Enter the code of your choice, without spaces, in the "External ref. Ex: GEST
Or go directly from your itinerary by clicking on the pencil >Modify this place :

Itinerary: As the importer only allows you to create jobs with 1 departure and 1 arrival point, the "itinerary" field allows you to note down intermediate stages, even if this is in free text. This information will be imported into the route description.

5. Passenger information 

Pax: Enter the number of passengers

You have 2 options for entering passenger names:

• Fill in the details of your passengers to register them in your database. You will then need to fill in the fields :
  1.  Passenger surname and first name
  2. Mobile: The phone number cannot start with “+”, make sure you use the area code. Ex: 33783235566
  3. Language code: Please use the two-letter code corresponding to the passenger's language:

• Or manual entry, without registering passengers in your database. You will only need to fill in "Passenger list".

How to import jobs

Once you have filled in your file, you can import the file or copy and paste the data from the file.

We recommend that you carry out a test with 2 or 3 assignments before importing several dozen.

• Option 1: Import from a completed file:
  Go to Main menu >Jobs >New importer >Import data (step 1) >Choose a file. Click on the Import button to load the selected file.
  
• Option 2: Copy and paste information :
  Copy the information from your Excel file and paste it directly into the square provided. Click Back to complete the import.
  

Once you have clicked on "Import", you will be redirected to the list of import results.

Each correctly imported job line should display: the job file number and "ok".

Important: Check your imported jobs by clicking on the job to be directed to the corresponding folder, automatically filtered by job number.