How to Import Jobs
This guide explains how to import many jobs into Hellotracks at once from a CSV or Excel file. Hellotracks checks every row and every address before anything is saved, so you can fix mistakes before the jobs reach your team.
Tip: You can also drop the file anywhere on Dispatch or All jobs, or open the import from Create › Import › Jobs in the top bar.
Step 1: Go to Dispatch and click the Import jobs button next to the tabs.
Step 2: Click Choose a file and pick your CSV or Excel file. You can also drop the file here, or paste rows you copied from Excel or Google Sheets.
Note: Starting a new file? Under New file? download a template as CSV or Excel. A file can hold title, place, address, assignee, team, date, time window, time on site, order number, priority, type, contact, notes, skills, forms, zones and your own custom fields.
Step 3: Check what each column of your file becomes. When a column has its own name, such as Technician or Remarks, Hellotracks suggests a field. Click Accept all, or pick a field under Becomes. Then click the Check button at the bottom, which shows the number of rows, for example Check 12 rows.
Note: Keep Save as a new layout checked and give the layout a name. The next file with the same columns skips this step and goes straight to the check.
Step 4: Look over the check. The table shows how many jobs each person gets on each day. Below it, Hellotracks lists everything that needs a look, for example a name that isn't a member, orders that already exist, places that aren't among yours or an address that can't be found. For a name that isn't a member, open Pick a person and choose the right member.
Note: When orders in the file already exist, choose Update only filled cells, Replace the whole job or Leave them out.
Step 5: To fix a row, click Show rows and change the cell right in the table, like in a spreadsheet: click the cell, type the right value and press Enter.
Note: Click Download corrected file to save your file with the fixes, so the next import starts clean.
Step 6: Click Import 12 jobs. The button shows the number of jobs in your file.
Step 7: The jobs are now in Hellotracks. The summary shows how many jobs each day got and who has them. Click Done to close the window.
Note: Imported the wrong file? Click Undo import to delete the new jobs again. They also disappear from the workers' phones. Jobs the import updated keep their new values.
How to View the Imported Jobs
The imported jobs are on the dispatch board on their day. Jobs without an assignee wait under Unassigned in Dispatch.
From there, you can assign them to team members whenever needed. To learn how to assign an unassigned job, click here.