Use the Import tool to add many time-sheet rows from a CSV, XLSX, or XLS file, including hours exported from Sign In App.
The Import tool creates individual Time Sheet records. It does not create a Time Sheet Batch. Use How to Create a Time Sheet Batch when you need shared defaults and manual row entry.
• Make sure every person in the file already has a Staff or Volunteer record in Serve. The importer matches the Staff / Volunteer field to those records.
• Use one spreadsheet row for each time sheet entry.
• Include Staff / Volunteer (required), Service Date, and Hours.
• Include Service, Location, Program, Client, Rate Per Hour, Mileage, and Number of Staff when those fields apply.
• Use the names of existing service types, programs, and locations. You can resolve unmatched values during the Match lookups step.
• Put column headers in the first row. Keep dates and numbers in consistent formats.
• The Importer accepts CSV, XLSX, and XLS files up to 100MB.
1. Open the Serve module.
2. Open Time Sheets. Do not open Time Sheet Batches for this workflow.
3. Choose Actions > Import.
4. Choose Create new records.
5. Enter the Source System if the spreadsheet came from another system, such as Sign In App.
6. Upload the CSV or Excel file, then choose Continue to Column Mapping.
7. Map spreadsheet columns to Time Sheet fields. Map Staff / Volunteer first, then map Service Date, Hours, and other fields you use.
8. Choose Continue to Matching. Resolve service, program, location, and other lookup values that need attention.
9. Review the preview. Check the valid, invalid, matched, and skipped row counts. You can filter or edit rows, expand errors, and download the issues CSV.
10. Choose Start Import when the rows are ready. If some rows are invalid, download the issues first and confirm that invalid rows will be skipped.
11. Follow the background progress. You can leave the page and return when the import finishes.
Each valid spreadsheet row becomes one Time Sheet record for the matched Staff / Volunteer. Imported hours appear in that person's time-sheet history and Serve reporting.
Imports do not add rows to an existing Time Sheet Batch. Use a Time Sheet Batch for shared defaults and a manual entry workspace. Use this spreadsheet workflow when hours already exist in another system.
Open Import History to review the completion summary and error report. Fix failed rows, then use Re-run Failed Rows when available.
CoolFocus processes each row independently. If a Staff / Volunteer or Client reference does not match a People record, that row shows a clear "not found" error. Other valid rows in the import continue and save successfully.
• Staff / Volunteer not found: Confirm that the person has a Staff or Volunteer record. Map the source value to that record during lookup matching.
• Client not found: Map the client value to an existing People record.
• Service, Program, or Location does not match: Standardize the spelling in the spreadsheet or map the value to an existing CoolFocus option.
• Import is missing from Actions: Time Sheets import may require enablement for your record type or permission for your role.
• How to Create a Time Sheet Batch
• Time Sheets
• Positions
• Prepare Your Import File
• Import Your Data
• Fix Import Issues and Re-Run Rows
