Use the Location Import page in the Admin Console to bulk-create or update locations from a spreadsheet (for example, a CSV file exported from another system).
Overview
Location Import lets you:
Create multiple new locations in one go instead of adding them manually.
Update key details (such as address, time zone or region) for existing locations using a single file.
Keep Rotageek in sync with other systems by importing a regularly exported file.
The import screen is divided into two key sections:
Default Settings – controls the default scheduling and clock-in behaviour for locations created by this import.
Field Mapping – tells the system which columns in your file should populate each Rotageek location field.
To access the location import navigate to Admin Console -> Location Import
Default Settings
The Location Default Settings panel lets you define how newly imported locations will behave in Rotageek.
Figure 1: Location Default Settings used for all locations created by the import.
These options apply to every location created via this import. If you need to adjust a specific location afterwards, you can do this from the Locations area once the import has completed.
These options apply to every location created via this import. If you need to adjust a specific location afterwards, you can do this from the Locations area once the import has completed.
Availability & clock‑in toggles
At the top of the Location Default Settings screen you’ll see a series of toggles that control how staff can work at the imported locations:
Availability Enabled – turn this on if you plan to use availability for staff working at these locations.
Use Timed Breaks – enable this if you schedule breaks as specific start/end times rather than unpaid gaps.
Align Default Leave Start Date To Start Day Of Week – when enabled, aligns the leave start date with the first day of your configured week.
Expects Clock in – enable if staff are expected to clock in for shifts at this location.
Enforces Geo Fence For Clock in – if enabled, clock‑ins must occur within a configured geo‑fenced area.
Expects Clock in For Breaks – requires staff to clock in/out for breaks.
Expects Picture For Clock in – prompts staff to capture a photo when clocking in.
Show Clock in Geo information – controls whether geo‑location details are shown alongside clock‑in records.
Auto Approve Swaps – choose whether shift swaps submitted by staff are auto‑approved or require manager approval.
Junior Doctor Contract / CHPDD Enabled – enable any contract‑specific or compliance rules that apply at these locations.
Tip: If you are unsure about any compliance options, set them according to your organisation’s policy and update later on a test location before importing all sites.
Scheduling defaults & dates
In the middle of the screen you’ll find fields that control how the schedule behaves for the newly created locations:
Default Cost – sets the default cost value used for shifts at this location (for budgeting and reporting).
Start time – the default start time for shifts or the standard day start time used for reporting.
Scheduling Year Start Date – the first day of your scheduling year (for example, the start of your financial or holiday year).
Leave Start Date – the date from which leave is calculated for this location.
Scheduling Period in Weeks – how many weeks are included in each scheduling period cycle.
Autoscheduler Settings Name – if you use the Autoscheduler, select or enter the settings profile that should be used by default for these locations.
Clock‑in methods & other defaults
At the bottom of the Default Settings section you can define how staff will interact with Rotageek and how certain values are displayed:
Web clock in / Mobile clock in / Third party clock in – choose the clock‑in methods that are available for staff (web, mobile app, or an external time & attendance system).
Default Leave Request Unit – choose the unit staff will use when requesting leave (for example, days or hours).
Gap Fill Method – how the system fills gaps
Contracted to Actual Variance Display – how differences between contracted hours and scheduled hours are displayed.
Break Pattern – select the default break pattern to apply to shifts created at this location.
Before you start your import: Review each default carefully. These values will be applied consistently to all new locations created from the file.
Field Mapping
Once your defaults are set, use the Location Import Field Mappings section to link the columns in your file to Rotageek location fields.
How field mapping works
Your import file should contain:
A header row (first row) with clear column names (for example:
LocationName,LocationCode,AddressLine1).One row per location underneath the header.
On the Field Mapping screen:
The left-hand labels are Rotageek’s location fields.
The text boxes are where you type the exact header name from your file for the matching column.
Fields marked with a **red asterisk *** are required and must be mapped before you can run the import.
If a particular field does not exist in your file, simply leave that mapping blank—the system will not try to import data for that field.
Example mappings
Below is a generic example of how your mappings might look. The exact fields available in your environment may differ.
Rotageek location field | Example column header in your file | Purpose |
Location Name |
| The display name of the location. |
Location Code / ID |
| Unique identifier for each location (used to match existing records). |
Address Line 1 |
| First line of the location address. |
City / Town |
| City or town for the location. |
Postcode |
| Postal or ZIP code. |
Country |
| Country name or code. |
Time Zone |
| Time zone used for scheduling and timesheets. |
Region / Area |
| Optional grouping field for reporting or permissions. |
Troubleshooting common issues
Import fails due to missing required fields Check that every required mapping (fields with a red *) has been filled in and that the spelled header exists in your file.
Some locations are not updated Confirm that the identifier used to match existing locations (for example, Location Code) is:
Present in every row, and
Correctly mapped on the Field Mapping screen.
Unexpected behaviour after import Review the Location Default Settings for the import. Any incorrect defaults (for example, wrong time zone or availability setting) will apply to all newly created locations and may need to be corrected individually.