Overview of creating file imports

File imports are a great way to initially populate your account, or regularly sync data from existing systems like HR and payroll. All imports work off CSV files, which can be built in Microsoft Excel or other spreadsheeting programs.

To run a new file import, go to the Account → File import page of your account, click the Create new button at the top of the page and select the Import type you wish to run.

What you can import

ImportDescription
LocationsGenerally used by large companies with many locations or by small companies looking to update all their trading hours quickly.
BudgetsUpload or update budgets for multiple rosters with ease.
Custom dataThis import is used to add values to the custom data fields you have added to your staff, locations, roles, loadings or leave types.
Groups1Enterprise customers can update their location groupings with this import.
LeaveUsed heavily by companies who collect and process leave requests in a separate system and want to see them within their roster.
Leave balancesLet your payroll sync handle leave accruals for your staff? Import leave balances back into Ento to ensure leave requests can be assessed within the system against accurately.
ManagersLooking at a long list of managers who want access to Ento? Build and upload a manager import file.
Ordinary hour splitsDo your staff use a broad range of ordinary hour splits? Use this import to get them into your account.
Public holidaysThe public holiday import can be useful every year or so to load up the next year’s holidays.
RolesAnother popular one for medium to large companies looking at getting their location's roles into the system quickly.
ShiftsUse the shift import to make loading large amounts of roster data faster.
StaffThe staff import is the most popular import used by large companies with existing HR systems.
Staff ratings A simple import used to upload the roles and star ratings of staff.

1Enterprise only

Import tips

  • From the create page you can also download a template of the file import.
  • All imports must contain a header row with the same amount of columns specified in the import spec, or they will fail.
  • Only fields marked as ‘Mandatory’ need to be filled in.
  • If you are using a file import to update certain data within Ento, leave the fields you don’t wish to change completely blank.
  • If preparing a CSV file on a Mac, select Windows Comma Separated (CSV) as the file type to Save as.
  • All fields within the import should be incapsulated in double quotation marks. For example: “12332”,”John”,”Smith”…
  • Not all imports support all three import modes.
  • Once you have run a file import, you will be taken to a page that summarises the changes.
  • A full history of your file imports can be found on the Account → File imports page of your account.

Import modes

There are three modes which can be turned on or off when running a file import. If it is the first time running the import we recommend turning delete Off.

ModeDescription
CreateAll records found in the file and not found in Ento will be created. Only un-tick if you do not want to add any records that are not currently in Ento.
UpdateAll records found in both the file and Ento will have their details updated based on the information in the file. Only un-tick if using Ento as the ‘source of truth’.
DeleteAll records in Ento not found in the file will be deleted. Caution: this should remain un-ticked unless you are uploading a complete list of records.

Types of import fields

TypeExampleDescription
StringJohnA short string (less than 100 characters) of text, numbers, spaces and symbols.
Long stringThese are some notes on John. They could go on for quite a while.A longer string (less than 1000 characters) of text, numbers, spaces and symbols.
Y/NyesHolds a ‘yes’ or ‘no’ setting.
Date2014-11-02A date in YYYY-MM-DD format.
Time14:25A time in HH:MM format.
Number20.546 A number. Check the ‘length limit’ column within the file spec for how many digits can go before and after the decimal point.
ReferenceAR10001Generally references the ID of another record type. In some cases it can reference the name of an access level. For example: ‘Company’.
Reference listRO10001,RO10002,RO10003A comma separated list of values. Usually IDs.

Import results

Once you have run an import, you will be taken to the results page (also linked from the Account → File imports page of your account).

Field NameExampleDescription
ErrorsIf there is an error with the file import, it won't run. Possible errors include: "ERROR - Missing header column", "ERROR - Row X missing mandatory field value" and "ERROR - Row X has invalid column count. Expecting X, got X"
CreatedA list of the records that were created during the import.
UpdatedA list of the records updated during the import and the fields that were updated.
DeletedA list of the records that were deleted during the import.
WarningsA list of warnings that were encounter while processing the files and actions the system took with the record as a result. Warnings aren't are serious as errors but should be reviewed and resolved in subsequent file import runs.

* Mandatory   1 Enterprise Only

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