Registering itineraries by import – Involves Stage - Help Center

APP: The itineraries in Involves Stage allow you to have a clear and objective view of the field team's route planning, allowing activities and tasks to be scheduled. The system allows itineraries to be registered in two ways, manually or using the template import.

PREREQUISITES: Employee registration, Concepts and types of itineraries.

Involves Stage has three types of itineraries: periodic, scheduled and portfolio type. In addition, there are two ways to register: manually and through the import template. Remember how to manually register:

Registration by import is indicated when inserting a lot of information at the same time and is done in the Itineraries and Visits feature, on the path:

Menu > Itineraries and Visits > Itineraries

You have the possibility of registering new itineraries by importing them or editing those that have already been entered into the system. To do this, click on the Options button, in the lower left-hand corner of the screen, it has four functions:

Import: To import data to the system:
Export (PDF): To export the information registered in the system in PDF format.
Export (XLSX): To export the data registered in an editable spreadsheet format.
Export Records: To export the data registered in an editable CSV format.
Export Portfolio: To export Portfolio itinerary data.

Both options Export (XLSX) and Export Records export the itineraries already registered in the system and can receive changes in the files and can then be imported back into Involves Stage.

To register new itineraries or import updates click on the Options button and right after, click on Import. In the confirmation pop-up, you will be asked to choose between the two types of imports: records or reports. See the differences between them:

Import (Records)		Import (Reports)
Reports imported in the CSV format.		Reports imported in the XLSX format.
Allow periodic and scheduled itineraries to be imported.		Only allow period itineraries to be imported.
In the periodic itineraries, each line allows only one visit day to be informed.		In the periodic itineraries, each line allows the days of the week in which the POS can be visited to be informed.

IMPORT RECORDS

This import mode is used for both periodic itineraries as well as scheduled. In the spreadsheet, the columns correspond to the registration fields and the rows correspond to the points of sale and days of the visits. Upon choosing this type of import, the Import pop-up has a Download Template button. Download the XLSX file and fill out the data using your spreadsheet editor.

Field	How it should be filled out
Employee name	Employee name as registered in the system.
POS name.	POS name as registered in the system.
Type	Scheduled Weekly Every two weeks Every four weeks
Day	Mandatory for periodic itineraries: Monday Tuesday Wednesday Thursday Friday
Week	Only fill out for itineraries in the formats of every two weeks or every four weeks Every two weeks: Current (you can also leave it blank) Next Every four weeks: Week 1 Week 2 Week 3 Week 4
Date	Only for itineraries scheduled with a date: DD/MM/YYY
Sole Execution	Only for itineraries scheduled as "execute on any date": Yes No
Deadline	Only for itineraries scheduled for execution on any date: DD/MM/YYY

After filling out the data in the XLSX spreadsheet in the CSV (Separated by a comma) format. Returning to Involves Stage, click on the Choose File button and upload the recently edited spreadsheet; When importing new data into the system, you can choose between five actions that only affect the employees mentioned in the spreadsheet:

Do not clear imported itineraries (recommended): The system does not erase the employee´s periodic or scheduled itineraries that are being imported and it does not affect the rest of the system.
Clear all itineraries (periodic and scheduled, including those scheduled for the day): The system only erases the periodic and scheduled itineraries of the employee that are being imported. Always use this option when you wish to change the type of periodic itinerary. For example: To change a weekly itinerary to an itinerary for every two weeks, you must reset all itineraries to zero.
Only clear periodic itineraries scheduled for the upcoming weeks: The system erases the periodic and scheduled itineraries for the upcoming weeks, except for the current week. This makes it possible for employees to finish one itinerary to then start another.
Only clear the days of the periodic itinerary that are being imported: The system only erases the periodic itineraries of the days and of the employees that are being imported.
Clear all periodic itineraries (except those scheduled for the same day): The system only erases the periodic itineraries of the days and of the employees that are being imported, except for the current day. This makes it possible for employees to finish one itinerary to then start another.

IMPORT REPORTS

This import mode is only used for periodic itineraries. In the spreadsheet, the columns correspond to the registration fields and the rows allow you to inform on which days of the week the points of sale will be visited. Upon choosing this type of import, the Import pop-up has a Download Template button. Download the XLS file and fill out the data using your spreadsheet editor.

Field	How it should be filled out
Employee name	Employee name as registered in the system.
Week	Only fill out for itineraries in the formats of every two weeks or every four weeks Every two weeks: Current (you can also leave it blank) Next Every four weeks: Week 1 Week 2 Week 3 Week 4
POS name.	POS name as registered in the system.
Type	Scheduled Weekly Every two weeks Every four weeks
Day	Mandatory for periodic itineraries: Monday Tuesday Wednesday Thursday Friday
Periodic	Weekly Every two weeks Every four weeks:
Days of the Week	This can be done in two ways: by informing the entry and exit time, or with the order of visitation: 07:00 to 09:30 1st

After filling out the data in the spreadsheet, you should save it as a XLS file. Returning to Involves Stage, click on the Choose File button and upload the recently edited spreadsheet; When importing new data into the system, you can choose between three actions that only affect the employees mentioned in the spreadsheet:

Do not clear imported itineraries (recommended): The system includes the new information and does not erase the periodic or scheduled itineraries of the employee that is being imported. This mode does not affect the rest of the system.
Clear all itineraries (periodic and scheduled, including those scheduled for the day): The system only erases the periodic and scheduled itineraries of the employee that are being imported. Always use this option when you wish to change the type of periodic itinerary. For example: To change a weekly itinerary to an itinerary for every two weeks, you must reset all itineraries to zero.
Only clear periodic itineraries scheduled for the upcoming weeks: The system erases the periodic and scheduled itineraries for the upcoming weeks, except for the current week. This makes it possible for employees to finish one itinerary to then start another.

ERROR REPORTS

During import, the system may encounter problems filling out the template. In this case, Involves Stage will generate an error report. Learn how to proceed in the article

Import error report

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