Multi-Block Rotation Schedule Import

The rotation schedule booking importer has been updated to support rotation schedules built with multiple block schedule types. This article covers what's changed, what to expect when preparing your next import, and answers to common questions.

What's Changing?

The Schedule Blocks (No.), Site, Preceptor, and Custom Date fields all behave the same, and existing bookings on your schedules are unaffected. The change is focused on how each row identifies which block schedule the booking belongs to.

• The Block Length (Weeks) column on the import CSV has been removed. It has been replaced by a new Block Schedule Type column.
• The Block Schedule Type column accepts the block schedule type label exactly as it appears in your rotation setup, for example, “4 Week (Up to 1 Year)” or “6 Week (Up to 1 Year)”. Combined with the Schedule Blocks (No.) column, this uniquely identifies the block to which each booking belongs.
• The rotation schedule exports. Previously, the Export Bookings file included all existing bookings plus empty rows for empty blocks in the default block schedule. It now returns only rows where a booking exists, which makes targeted edits and reimports cleaner.
• A new Export Empty Schedule option has been added for when you need a clean starting point to build a schedule from scratch. It returns a template pre-populated with every enrolled learner and every block across every block schedule type on the rotation schedule, with booking-specific fields (sites, preceptors, and so on) left blank for you to fill in.

At a glance

If you import rotation schedules via CSV, you'll need to use the updated format, which replaces the Block Length (Weeks) column with the new Block Schedule Type column. If you've saved a CSV template, you'll need to update it.

If your rotation schedule uses only one block schedule type, the workflow is otherwise familiar. Populate the Block Schedule Type column with that one block schedule type's label on each row, alongside the Schedule Blocks (No.) you've always used.

If your rotation schedule uses more than one block schedule type (for example, a 4-week schedule for Family Medicine and a 6-week schedule for Internal Medicine), you can now import bookings directly into any block on any block schedule. Populate the Block Schedule Type column on each row to specify which block schedule the booking belongs to.

FAQ

Do I have to update my existing CSV templates?

Yes. The Block Length (Weeks) column has been removed and replaced with the new Block Schedule Type column, so any saved templates need to be updated to match the new structure.

What happens to the bookings I've already imported using custom dates?

Nothing changes for existing bookings. They stay exactly as they are, in the same date ranges, and will continue to display the same way. You do not need to redo or update any of them.

Can I still use custom dates if I need to?

Yes. The Has Custom Date field still works the same way. If a booking needs dates that don't align with any existing block, set Has Custom Date to Yes and provide the dates. The importer will use the dates you provide and override the block's selected dates on that row.

What happens if the Block Schedule Type column is blank or doesn't match a block schedule on the rotation schedule?

The Block Schedule Type column is required, and each value must match a block schedule type label as it appears in your rotation schedule setup. The import preview will flag any row that's blank or contains an unresolved label with a clear error message. You will need to enter the values in your CSV and re-upload.

Where do I find the Block Schedule Type and Schedule Blocks (No.) labels to use in the CSV?

The Block Schedule Type labels appear in the blocks section of each rotation within the rotation setup page of your rotation schedule. The Schedule Blocks (No.) will be the order in which the blocks appear in the same view. You can also export an existing schedule (using Export Bookings or Export Empty Schedule) and use the values shown in the respective columns..

What's the difference between Export Bookings and Export Empty Schedule?

• Export Bookings returns a CSV containing only existing bookings, which is useful for making targeted edits and reimporting.
• Export Empty Schedule returns a template pre-populated with all enrolled learners and all available blocks across all block schedule types on the rotation schedule, with booking-specific fields (sites, preceptors, and so on) left blank. Use the empty schedule export when you're building a schedule for the first time via CSV.

Will the preview show me where my bookings will land before I commit to importing the schedule?

Yes. The import preview displays each booking (i.e., each row in the import CSV) in the selected block, regardless of the block schedule type chosen. Review the preview carefully before clicking Import Schedule.

If you need help

If you run into issues or have a scenario this article doesn't cover, please open a support ticket with a description of what you're trying to do, securely share a link to a copy of the CSV you're importing (if applicable), and a screenshot of the import preview or any error messages.