Importing staff

Who this is for: Admin, Tenant owner
What you'll achieve: Bulk-load people from CSV or Excel with correct duty tiers

Requires role

staff.import — Tenant owner or Admin

Before you begin

• Download or copy the CSV template from the Staff page (or use templates/staff.csv in the repo)
• Decide duty tiers for each person

CSV import

Columns

Column	Required	Notes
Name	Yes	Display name
Email	No	Contact / matching
Team	No	Maps to grade/team banding
Role	No	Job title label
Duty tier	Recommended	preferred, acceptable, last_resort, or excluded
First aider	No	true / false

Example:

Name,Email,Team,Role,Duty tier,First aider
Alex Example,alex@school.test,Professional Services,Teaching Assistant,preferred,true
Sam Example,sam@school.test,Teaching Staff,Class Teacher,last_resort,false

Steps

1. Open Staff.
2. Download the CSV template if needed.
3. Paste CSV rows into the import area (or follow the on-page paste flow).
4. Review validation messages.
5. Confirm the import.

XLSX import (traffic-light tiers)

SchoolRota can parse Kenley-style spreadsheets where duty eligibility is encoded as cell fill colour (traffic lights) rather than a text column.

Typical colour mapping:

Colour cue	Duty tier
Green	Preferred / eligible
Amber	Acceptable / caution
Red	Last resort or excluded (per parser rules)

Exact mapping follows the domain helpers (dutyTierFromFillRgb / dutyTierFromLabel). Prefer an explicit Duty tier column in CSV when you control the file format.

Steps

1. Open Staff.
2. Upload the .xlsx file.
3. Review parsed rows and tiers.
4. Confirm the import.

After import

1. Spot-check a few people in the directory.
2. Assign leads on the weekly template in Initial setup.
3. Optionally add weekly commitments.

What happens next

• Staff directory
• Import templates reference

Troubleshooting

Problem	What to try
Tiers all default	Check column header spelling or XLSX fill colours
Duplicate names	Prefer unique emails; clean the sheet before re-import
Empty import	Ensure a header row and at least one data row