Shifts (new version)
- How do I create and manage timetables?
- What views are available in the Shifts timetable?
- What tools are available in the shifts timetable?
- How do I assign employees to a timetable?
- What are shift templates and how can I create them?
- How do I assign shifts in a timetable?
- How do I assign shifts or days off to multiple timetable cells at once?
- What are activities and how can I add them to shifts?
- What are shift patterns and how do I use them?
- Can I add days off and time off directly from the timetable?
- How to create and configure on-call shifts
- How do on-call shifts affect time calculations?
- What are coverage shifts?
- Can I add notes to shifts in the timetable?
- Can I place more than one shift in the same timetable cell?
- Can I hide employees for a period of my choosing?
- Can I view and download the timetable showing only employees with no shifts assigned?
- Can I copy the shift schedule?
- What are performance indicators?
- How can I view the overtime balance in the timetable?
- How to publish the Shifts timetable
- What are the timetable statuses and what do they mean?
- How do employees manage their shifts from the app?
- Can artificial intelligence help me plan my shifts?
- What is the AI shift planner?
- What is the Shift import agent?
- How does the AI assign coverage shifts?
What is the Shift import agent?
The Shift Import Agent is an AI system capable of processing files in different formats to extract shift schedules and transfer them automatically to Sesame.
Here is a step-by-step explanation of how it works:
- Open the timetable you want to modify.
- Click “Plan with AI”, the AI chat will open on the left side of the screen.
- Click the + button and then "Import your timetable".
- Upload your file in one of the supported formats, and the agent will automatically associate it with the timetable you have open.
Supported formats: images (.png, .jpg, .jpeg, .tiff, .bmp), Excel (.xlsx, .xlsm, .xltx, .xltm) and PDF.
For each shift, the import agent identifies the date, employee, shift type, schedule, and duration. It also automatically cross-references the employee names in your file with those in the timetable, identifying common variations such as abbreviations, initials, or reversed name order. If there are employees it cannot find, it will notify you, and you can make the necessary adjustments just before assigning the shifts.
You can import timetables with up to 100 employees for a maximum period of 30 days.
Additionally, the agent may ask you questions to understand how the file is organised, request missing data, or ask you to confirm which pages you want to import if there are many (you can choose one, several, or all of them).
Finally, the agent will ask for your confirmation to create the shifts in the timetable. Once confirmed, it will create them in "Draft" status. All that's left is to review that everything looks correct before clicking "Publish".
Specifications to bear in mind
File quality
Bear in mind that the better the quality of the file (no merged cells, no heavily customized formatting, and a clear structure), the more accurate the data extraction will be.
Working languages
The import agent can work with files in Spanish (in any of its variants), English, Catalan, and French.
Special situations
The import agent is prepared to handle the following situations:
- Employees not found. If a name in the file does not match any employee created in Sesame, that shift will not be imported.
- Incomplete or ambiguous data. If the agent detects information it cannot interpret with confidence, it will ask you questions before continuing.
- Files with multiple pages. The agent will ask you which pages you want to import to avoid processing information you do not need.
- Existing shifts. The agent does not delete or modify shifts already in the timetable. It only adds the new ones you specify.
Activation requirements
The import agent is one of the features included in the Shifts AI Add-on. To use it, your company must have this module activated.