Importing your team

Bring your team members in from the team template, with their working days, hours and pay, and see every value before anything is saved.

Last updated

What it is#

If your team is in a spreadsheet, you can bring them all in at once. You put them in the team template, one row for each team member, and choose the file on the Import your team page. Before anything is saved, RotaRound shows every team member exactly as they will be saved: their contact details, their working days and hours, and their pay.

The import only adds. It never changes a team member you already have, and it emails nobody.

When to use it#

Use it when you start with RotaRound, before you import your customers, so the customer import can match the team member named on a row.

How to do it#

  1. Open Team and press Import. On a phone, Import is under More. The setup checklist's Import your team opens the same page.
  2. Press Download team template. It saves an Excel file with two tabs: Team, where your rows go, and How to fill this in, which explains every column and shows two example team members.
  3. Put one row on the Team tab for each team member: First name, Last name and Phone are needed. Email is where their page's sign-in code goes: a team member with no email is imported, and the check says "2 team members have no email, so they can't be sent their page link." Mark each working day Yes, and give a Start time and a Finish time, such as 08:00 and 16:30.
  4. For pay, choose Hourly, Salary or Not recorded in Pay basis, and give the Pay rate (£): per hour for Hourly, per year for Salary.
  5. Save the file as Excel (.xlsx) or CSV, then choose it on the page. Nothing is saved yet.
  6. Read the check. Each row with a problem is listed with its row number and why, for example "Row 4: Start time: Use a time such as 08:00 or 16:30." Every team member is shown in a table below.
  7. A team member with the same email as one already in RotaRound is skipped. One with the same name and another email (or no email) is flagged, with Skip and Add as new.
  8. Press the import button. It says how many it will add, for example Import 2 team members.
  9. If customers you imported earlier name a team member this import adds, the summary offers to assign those services to them, with Assign and Not now.

What your customer sees#

Nothing. The import sends no email to anyone: no invite and no page link.

What happens next#

Each team member appears on the Team page with their working week, and the diary plans visits for them from its next planning pass. Send their page links when you go live, with Send your team their page links, or from each team member's own page.

To find everyone an import added, choose it in the Import filter on the Team page, for example "Added by import on 12 Oct 2026 (2)".

Good to know#

  • Every working day starts and finishes at the same times. Lunch and breaks are your usual 40 and 20 minutes; change any day on the team member's page.
  • An emergency contact's name and phone are kept in the team member's notes.
  • Absences are not imported. Add them on the Team page.
  • Pay is in pounds and pence, before tax, and is costed exactly as pay added on the team member's page.
  • The template's file from the site, at Moving to RotaRound, is the same file.

See also: Manage your team

Not what you needed? Contact us and say what you were trying to do.