--- title: "Employee Availability Import" slug: "employee-availability-import" description: "Employee Availability Import updates recurring and temporary availability in bulk using a CSV template, with validation and correction guidance for failed rows." status: "update" updated: 2026-10-27T18:52:52Z published: 2026-10-28T08:30:09Z canonical: "docs.restaurant365.com/employee-availability-import" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Employee Availability Import The Employee Availability Import allows managers to update availability records for multiple employees at once using a CSV template. Both recurring and temporary availability records can be imported. To import employee availability: 1. Download the employee availability template. 2. Complete the template . 3. Import the completed file. --- ## Security Users must have the following permission to delete future or temporary availability for an employee: - Labor → Employees → Schedule → - View Schedule Availability - Manage Schedule Availability These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Navigation Employee availability is imported from the Manager Tools page. ****Navigation Menu**** 1. Select **Workforce** from the left navigation rail. 2. Expand **Scheduling**. 3. Select **Manager Tools**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-U5E618H3.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A42%3A19Z&se=2026-10-28T16%3A42%3A19Z&sr=c&sp=r&sig=WfJwMuM8Q95vKRPRzB74eqnByIjuOL8Jlu8YFmgtnyQ%3D) ****Search**** Navigate to employee records with the [R365 global search bar](/doc/docs/r365-search): 1. Enter all or part of the **employee’s** **name** or **email address** in the global search bar. 2. Select the employee from the results list. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A42%3A19Z&se=2026-10-28T16%3A42%3A19Z&sr=c&sp=r&sig=WfJwMuM8Q95vKRPRzB74eqnByIjuOL8Jlu8YFmgtnyQ%3D) --- ## Download Availability Template Before import, the availability import template must be downloaded first. To download the template: 1. Open the Manager Tools page. 2. Click **Import**. 3. Select **Download Template**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-AMFDDD6Q.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A42%3A19Z&se=2026-10-28T16%3A42%3A19Z&sr=c&sp=r&sig=WfJwMuM8Q95vKRPRzB74eqnByIjuOL8Jlu8YFmgtnyQ%3D) ### Availability Template The template contains one row per availability record. Columns are organized as follows: | Column | Description | | --- | --- | | **EmployeeID** | The employee's R365 ID. Required for every row. | | **AllDay[Day] (UnAvailable/Available)** | Whether the employee is available all day on that day. Enter `All day` or `UnAvailable`. One column per day, Sunday through Saturday. | | **Available[Day]StartTime [H:MM]** | The start time for the first time slot on the specified day. Use H:MM format (for example, 9:00 or 13:30). Leave blank when AllDay is set to `All day`. | | **Available[Day]StartTime2 [H:MM]** | The start time for the second time slot on the specified day. Optional. Leave blank if only one time slot is needed for the day. | | **Available[Day]StartTime3 [H:MM]** | The start time for the third time slot on the specified day. Optional. Leave blank if only two time slots are needed for the day. | | **Available[Day]EndTime [H:MM]** | The end time for the first time slot on the specified day. Use H:MM format (for example, 9:00 or 13:30). Leave blank when AllDay is set to `All day`. | | **Available[Day]EndTime2 [H:MM]** | The end time for the second time slot on the specified day. Optional. Leave blank if only one time slot is needed for the day. | | **Available[Day]EndTime3 [H:MM]** | The end time for the third time slot on the specified day. Optional. Leave blank if only two time slots are needed for the day. | | **AvailabilityType** | The type of availability record: `Recurring` or `Temporary`. | | **StartDate [MM/DD/YYYY]** | The date the record takes effect. | | **EndDate [MM/DD/YYYY]** | The date the record ends. Required for Temporary records. Leave blank for Recurring records. | --- ## Complete the Template After downloading the availability template, complete the columns on the template. **For *recurring* availability rows:** - Set AvailabilityType to `Recurring` - Enter a StartDate in MM/DD/YYYY format - Leave EndDate **blank** **For *temporary* availability rows:** - Set AvailabilityType to `Temporary` - Enter a StartDate in MM/DD/YYYY format - Enter an EndDate in MM/DD/YYYY format > [!WARNING] > **End Date Required for Temporary Records** > > Temporary records require an end date. If EndDate is blank for a Temporary record, the import will fail for that row. ## Import the Template ****1)** From the Manager Tools page, click **Import**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-AJOB3WG2.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A42%3A19Z&se=2026-10-28T16%3A42%3A19Z&sr=c&sp=r&sig=WfJwMuM8Q95vKRPRzB74eqnByIjuOL8Jlu8YFmgtnyQ%3D) ****2)** From the dropdown select **Import Availability.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-V4CE82VM.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A42%3A19Z&se=2026-10-28T16%3A42%3A19Z&sr=c&sp=r&sig=WfJwMuM8Q95vKRPRzB74eqnByIjuOL8Jlu8YFmgtnyQ%3D) This will open the importer. ****3)** Add the **completed import file to the importer**.** Drag and drop the file or search using the file browser. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YBK16CQN.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A42%3A19Z&se=2026-10-28T16%3A42%3A19Z&sr=c&sp=r&sig=WfJwMuM8Q95vKRPRzB74eqnByIjuOL8Jlu8YFmgtnyQ%3D) ****4)** Click **Import**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-W73SIGQK.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A42%3A19Z&se=2026-10-28T16%3A42%3A19Z&sr=c&sp=r&sig=WfJwMuM8Q95vKRPRzB74eqnByIjuOL8Jlu8YFmgtnyQ%3D) ****5)** Review the import summary. Rows with errors are listed with the reason for each failure as well as a downloadable corrections list.** **Failed Rows Are Not Imported** Rows that fail validation are not imported. Correct the errors in the CSV and reimport only the failed rows, or address them manually in the Availability tab. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-UK7JSU4F.png?sv=2026-02-06&spr=https&st=2026-10-28T15%3A42%3A19Z&se=2026-10-28T16%3A42%3A19Z&sr=c&sp=r&sig=WfJwMuM8Q95vKRPRzB74eqnByIjuOL8Jlu8YFmgtnyQ%3D) To address corrections, download the list. Address the issues, and import the file again.