Employee Availability Import

  • Published on Sep 25, 2026
  • 2 minute(s) read
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In Beta

This feature is in beta. Contact your CSM to learn more.

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 or individual users. The Permission 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.

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.

Search

Navigate to employee records with the R365 global search bar:

  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.


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.

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

    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.

2) From the dropdown select Import Availability.

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.

4) Click Import

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.

To address corrections, download the list. Address the issues, and import the file again.