Import your schedule from Ops

Moving from Assignar Operations to Pay? Bring your schedule across instead of keying it in again. The import copies your live and upcoming orders from Ops, with their lines and the people and machines booked on them, from today onwards. It's a one-way move: nothing in Ops changes, and nothing in Pay is sent back to Ops.

Assignar switches the import on for your organization while moving you across from Ops; until then it isn't in the menu. Your organization also has to be connected to Ops. See Connect with Operations.

Who can run it

Owners and Admins. You need to be able to create and edit orders and to manage integrations, and you can't be limited to some locations or business units, because the import brings in every order Ops has. Anyone else doesn't see it in the menu, or sees "The import brings in every order from Ops, so it needs access to every location and business unit."

Preview, then import

1. Open the scheduling board.
2. Select More (⋯) in the toolbar, then Import schedule from Ops.
3. Select Preview. Nothing changes in Pay. The preview lists each order it found, with its client, dates, lines and bookings, and whether it's New, Already in Pay or To update. An order with no shifts in Ops comes across too, and reads no lines in Ops.
4. Read the sections under the order list (see What the report tells you), then select Import.

You can close the window while it runs. A banner on the board shows how far it has got, and you get a notification when it's done. Only one preview or import runs at a time for your organization.

The workers, machines, roles, asset classes, clients and projects your orders need are added too, when Pay doesn't already have them. Adding workers needs permission to manage members; anything you can't add is listed under Not added, with the bookings that needed it.

Contacts

The contacts on each client, project and order the import brings across come too. A contact Ops lists on several of them is added to Pay once and linked to each. A client's docket contact in Ops becomes its primary contact in Pay, unless the client already has one.

Pay recognizes a contact it has already imported, then one with the same email, then one with the same name on that same client, project or order. Two people with the same name elsewhere are never merged. A contact in Ops needs a first and a last name; one without both is listed under Not added, unless Pay already has a contact with its email. A contact with only a mobile and no email is still added. Pay holds one phone number, so it takes the mobile, or the office number if there's no mobile.

Run again and Ops changes come across: a changed name, email or phone is updated, and a link that's missing is added. A blank in Ops never clears what Pay holds. Nothing is removed: a contact taken off an order in Ops stays on it in Pay, and a contact you've archived in Pay stays archived and isn't linked again, which the report lists under Deleted in Pay (skipped).

Adding and updating contacts needs permission to create and update clients; without it the import skips contacts and says so under Not added. Imported contacts don't get access to the customer portal.

Order templates

Your Ops Work Order Templates come across as order templates, ready to pick from Use template when you create an order. Each keeps its name, description, length and roles. Each role keeps its start day, the number of days it runs, its quantity and its shift times, and gets your organization's working days from Scheduling settings. Tags come across where Pay has a tag with the same name; Pay doesn't create tags from Ops.

Pay template names are unique, so a template whose name Pay already uses gets a number, such as Crane lift (2), and the report says so.

Run again and a template changed in Ops is updated, but only if nobody has changed it in Pay since it was imported. A template you've edited in Pay keeps your edits, and one you've deleted stays deleted. Bringing templates across needs permission to create orders.

Run it again

Run it again whenever Ops has moved on, until you've finished moving across. Each run:

• Adds what Pay is missing: new orders, lines and bookings. A booking declined in Ops comes across as Declined. A booking that's New in Ops comes across with a status called New, which workers see as Pending, and one that's Invoiced comes across as Invoiced, which workers see as Confirmed. The import adds those two statuses the first time it needs them. See Add your own shift statuses.
• Updates what Ops has changed, such as a booking's times or status (a booking that moves from New to Invoiced in Ops moves in Pay too), or a line's quantity, times or day-by-day changes, but only when nobody has changed it in Pay since it was imported.
• Never removes anything. A booking or line that's gone from Ops stays in Pay.
• Never overwrites a change made in Pay. If you've edited a booking or line in Pay, your edit stays and the report says so. Setting a shift's status on the board counts as an edit.

Something you've deleted in Pay stays deleted. An order's own details, such as its title, client and status, aren't changed once it's in Pay.

What the report tells you

Each line names the order, the line or person, and the day.

A machine that's Out of Service or Down in Pay can't be booked on those days, so the import skips those bookings and carries on with the rest. They're listed under Not added, in the preview as well as the import:

• "Its machine is Out of Service in Pay on that day, so the booking was not added" for a booking Pay doesn't have yet. When the booking pairs a worker with the machine, the worker isn't booked either.
• "Its machine is Out of Service in Pay on that day, so the new times were not taken" for a booking already in Pay whose times changed in Ops. It keeps the times it had.

Book another machine for those days, or put the machine back to Available and run the import again.

What doesn't come across

• Anything before today. Past days in Pay are for actuals, not planning.
• Dry hire orders.
• Inactive orders, and orders that have finished.
• Attachments on orders.
• Contacts' addresses, job titles, comments and tags. Only the name, email and phone come across.
• Forms and activities on Ops order templates. The report counts what was left out.