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Bulk Importing Schedule Requests

The Schedule Request Import Template can be used to mass import schedule requests from your current scheduling system (Google, Outlook, etc). 

 
*The ability to bulk import data is set up at the user type level by each module.
 
1. Navigate to Bulk Imports tab on the left-hand side of your page:

BULK_IMPORTS.png

2. Click on the Import button at the top right of the page:

IMPORT.png

3. Select Schedule Request Import:

Schedule_Request_Import.png

4. Populate the template with the required information; these are all columns that contain an asterisk (*) 

 
Name*:This is where the customer would have entered the name of each scheduled event (e.g. Weekly Meeting).
 
Request Type*: This is the category of each request (e.g. Community, General, etc.) These must match what already exists on the customer’s FMX site.
 
Building*: This is where the customer would have entered the building where the event will take place. These must match what already exists on the customer’s FMX site.
 
Resources*: This is the location of the event. If the event will have multiple resources or locations, the customer will enter the first one and then hit Alt+Enter to go to the next line to enter more locations (e.g. Room 201). These must match what already exists on the customer’s FMX site.
 
Created Date*: What day was each event created? Must be enter as MM/DD/YY.
 
Created Time*: What time was each event created?
 
User*: This will include the name or email addressof the person making the request. Make sure this user is a user on the customer’s FMX site. Note if this user requires approval, all requests will have to be approved.
 
Date*: What day will the event be held? Must be entered as MM/DD/YY.
 
Start Time: This is the time that the event will start. Note: This will not be included when entering an "All Day" event.
 
End Time: This is the time that the event will end. Note: This will not be included when entering an "All Day" event.
 
Setup Duration (minutes): This is how many minutes are needed for setup.
 
Tear down Duration (minutes): This is how many minutes are needed for tear down.
 
Repeat*: This is how often they want this event to occur (e.g. Never, Weekly, Monthly, Yearly). The next columns will be filled out accordingly based on how often the events occur.
 
On behalf of: This would be filled out if the request was made on the behalf of someone else.
  • Name* - enter the name of the event (e.g. Weekly Meeting)
  • Request Type* - this is the category of your request (e.g. Community, General, etc.)
  • Building* - enter the building where the event will take place
  • Resources* - this is where you will enter the location of the event. If your event will have multiple resources or locations enter the first one and then hit Alt+Enter to go to the next line (e.g. Room 201)
  • Created Date* - enter the date you are creating the request. Must be enter as MM/DD/YYYY
  • Created Time*- enter the time you created the request
  • User* - enter the name or email address of the person making the request. Make sure this user is a user on your FMX site. Note if this user requires approval, all requests will have to be approved.
  • Date* - enter the day the event will be held. Must be entered as MM/DD/YYYY
  • Start Time - enter the time that the event will start. Note: Do not include when entering an "All Day" event.
  • End Time - enter the time that the event will end. Note: Do not include when entering an "All Day" event.
  • Setup Duration (minutes) - enter how many minutes are needed for setup
  • Teardown Duration (minutes) - enter how many minutes are needed for teardown
  • Repeat* - select how often you want this event to occur (e.g. Never, Weekly, Monthly)
    • If you select Never, skip to column AD.
    • If you selected Daily, fill in column N, then columns Z-AB, then Columns AD-AG
    • If you selected Weekly, fill in columns O-V, columns Z-AB, then columns AD-AG
    • If you selected Monthly, fill in columns W-X, columns Z-AB, then columns AD-AG
    • If you selected Yearly, fill in column Y, columns Z-AB, then columns AD-AG
    • If you selected Custom Dates, fill in column AC, then columns AD-AG.
  • Daily (fill in if you selected “Daily” under “Repeat)
    • Every X Days - enter over how many days you want the event to occur (e.g. every 2 days would be every other day)
  • Weekly (fill in if you selected “Weekly” under “Repeat)
    • Sunday through Saturday - enter ‘Y’ or '1' on the day(s) of the week you want your event to occur.
    • Every X Weeks - select how many weeks you want this to occur (e.g. every 2 weeks would be every other week)
  • Monthly (fill in if you selected “Monthly” under “Repeat)
    • Mode- select which of the following monthly repeating methods you would like to use from the drop down list provided in the cell:
      • Day of the month: The task will repeat on the same date (e.g., the 20th of every month).
      • Day of the week: The task will repeat on the same day of the week (e.g., the first Monday of every month).
      • Weekday of the Month: The task will repeat on the same date unless it falls on a weekend in which case it is rescheduled to the nearest weekday.
      • Weekend Day of the Month: The task will repeat on the same date unless it falls on a weekday in which case it is rescheduled to the nearest weekend day
    • Every X Months – enter over how many months you want this to occur (e.g. every 2 months)
  • Yearly (fill in if you selected “Yearly” under “Repeat)
    • Every X Years- enter over how many years you want this event this to occur (e.g. every 3 years)
  • Ends
    • Mode – Select when the scheduled event will end
      • Following Week – select this is if you want your scheduled event to end the next week
      • Following Month – select this if you want your scheduled event to end the next month
      • Following Year – select this if you want your scheduled event to end the next year
      • After X Times – select this if you want your scheduled event to end after it has occurred a certain number of time (e.g. 5 times); then enter this value in column Y
      • On Date – select this if you want your scheduled event to end on a given date; then enter this (MM/DD/YYYY) in column Z
    • Custom (if you selected “Custom” under “Repeat)
      • Dates – enter the dates you want this event to occur. Must be entered as MM/DD/YYYY. To enter a second date, type Alt+Enter to go to the next line.
    • Request
      • Make Private (optional) – if you want to make this request private (only user types with private read access will be able to view these events), enter ‘Y’ or '1' here
      • Custom Field (optional) - This is where you put in your own custom information. Label the column header with the name of your custom field (e.g. Number of People)

 

5. Once you have completed filling out the import template, save the document to your computer.

6. Navigate back to the import page of your FMX site.

7. Title the name of your import in the Title section.

8. Click on the paperclip icon in the Template section to upload your import template. This will bring you to your saved documents where you find and attach your template.

TITLE_TEMPLATE.png

9. Scroll to the bottom of the page and hit Save.

SAVE.png

10. If you receive any errors, correct your import template so the information matches exactly to the data in your site (If a building is in your site as "High School" and you populated this field in your import template with "HS", you will need to correct this field to say "High School" so it matches the building name exactly to what is in your site). Click here to read more about bulk import errors and how to fix them. 

11. Once you have corrected the errors on your template and hit save, repeat steps 7-9.

12. When your import has been completed, a green message will appear at the top of your screen that reads "Success! (Your template name) has been imported with (# of records) records".

 

For more on Bulk Import Templates, click the links below!

 

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