Duty Upload File Format

You can upload a list of duties to DutyMan in a file created on your computer. The file must be in CSV format.

The first row of each file is a header row followed by one or more data rows. You can use most printable characters in your CSV file but there are some restrictions.

The Header Row

The first row of your CSV file must contain column headings for the subsequent data rows. Some columns are mandatory; others can be omitted. Column headings that are not recognised by DutyMan are ignored.

Columns need not appear in the sequence shown in the table below because the column heading dictates the column contents.

The Data Rows

Row 2 and all subsequent rows list duty details with one duty per row.

Column Heading	Req	Column Data	Max Chrs
Duty Date	Yes	The date of the duty in dd/mm/yy or mm/dd/yy format.	10
Duty Time		A time of day as hh:mm (for example 10:30), or up to 5 characters of text (for example p.m), or blank. Special case If the time is specified as ±hhmm and a start time has been specified for the event in Events & Duties Manager then this is taken to be an offset from that event's start time. For example, Event Start Time 10:30, Duty Time +0100 converts to a Duty Start Time of 11:30; -0245 converts to 07:45.	5
Event	Yes	A description of what is taking place	45
Duty Type	Yes	A brief description of the duty, for example Race Officer, Results, Bar	25
Swappable		No if you do not want this duty to be swapped, otherwise Yes or blank. If omitted Yes is assumed.	3
Reminders		No if you do not want reminders to be sent , otherwise Yes or blank. If omitted Yes is assumed.	3
Confirmed		Yes if the duty has been confirmed, otherwise No or blank. If omitted No is assumed. Confirmed is usually used to retain duty confirmed status when downloading, amending and re-uploading duties.	3
Duty Notify		One or more email addresses of a people associated with this duty to be notified when a member swaps this duty. Multiple email addresses must be separated by semi-colons, Example: john@xxx.com; sue@yyy.org	255
Duty Instructions		Instructions to be included in reminder emails for this duty.	255
Duty DBID		The database identification or key of this duty in your organisation's database. Downloaded duty rows include Duty DBID which can then be used to locate and update duty records in your organisation's database.	40
First Name	Yes	The name of a member allocated to this duty. Leave blank if the duty is unallocated. The member must be in the Members List identified by either First Name/Last Name or Member Name in the same way that they were uploaded to the Members List. See also Member Names.	30
Last Name			60
Member Name			60
Name Qualifier		Optional text to make duplicate names unique. See Member Names.	20
Alloc		This column is used only when uploading to the allocation roster. It can have values Pre, Self and No and determines how the duty is handled on the First Come, First Served Allocation Form. Pre means a member has been pre-allocated to this duty. The duty cannot be deselected on the First Come, First Served Allocation Form. Self, in a downloaded CSV file, means a member has allocated themselves to this duty on the First Come, First Served Allocation Form. In an uploaded CSV file, it means the duty has been allocated to a member who can deselect it on the First Come, First Served Allocation Form. No means no one is allocated to this duty. If there is no member name against a duty, any value in the Alloc column is ignored and No is assumed. If there is a member name against a duty, Pre is assumed unless Self is specified in the Alloc column.	4
Notes		Any additional information. Notes do not appear on the web.	255

PDF

Key to columns in the table above

Column Heading

The text to appear in the first row of your CSV file. It identifies the contents of the cells in the rows immediately below. Columns can appear in any order.

Req

Yes means that the corresponding column is required.

Column Data

Describes the contents of each column.

Max Chrs

The maximum number of characters (letters, numbers, punctuation marks and spaces) that DutyMan will accept in this column for any one row.

Upload Option Columns

These columns are optional but can be used to pre-set the corresponding radio-button options on the Upload Page in Admin Pages. You might want to do this in order to restrict choices at upload time. If upload option columns are present with valid values then the corresponding upload options on the Upload Page are disabled and cannot be changed by the user. If the values in the file are invalid or omitted then options on the Upload Page are enabled. The option values must be in row 2.

Column Heading	Column Data	Max Chrs
Mode	Add or Replace. Add appends the information in the file to existing duties. Replace replaces all existing duties with the information in the file.	7
Date Format	The format of dates in the CSV file. dmy for dd/mm/yy or mdy for mm/dd/yy.	3
TBA Swap Wanted	Yes to tell DutyMan to set all duties not assigned to a member to Swap Wanted.	3

Example

Click here to download an example of a csv file of duties (file size approximately 4Kb).