Grant Schedule Import

The importer expects a CSV-like file with detectable columns for:

• financial year,
• month,
• name, person, team member, employee, or staff,
• grant or project,
• hours, hrs, or time,
• role, job role, position, or title as an optional column.

Financial years are interpreted as UK financial years:

• April to December belong to the starting year.
• January to March belong to the following year.
• 2025/26 plus April becomes April 2025.
• 2025/26 plus January becomes January 2026.

The preview lists each name and each grant in the file once, with the purchaser profile or grant it matched. Choose once and every row with that name or grant follows.

• A name matches a profile whose full name it is, whose name starts with it ("Irene" for Irene Viteri), or whose email it is. A match on a later name or an email is marked Check. A name that could be more than one person, such as "James" when there are profiles for James and James Fotherby, is left for you to choose, as is a name that matches no one. Use the person button to create a profile for someone new.
• A grant matches by the funder reference in the text, then by its exact name, then by a name that contains the other. Live grants are tried before retired ones, so an older month can go to the retired grant it belongs to. A grant that could mean more than one is left for you to choose. Only grants that match nothing can be created from the preview.

Monthly hours are spread into daily timesheet entries: across the month's weekdays first, and onto weekends only when they can't fit at 10 hours a day. A month with less than an hour per weekday goes on fewer weekdays, so no day holds a few minutes. Days vary by up to half the daily average.

• One person can have at most 12 hours a day on one grant in a month, so 372 hours in a 31-day month. Rows above that are flagged in the preview and are not imported. A figure that large usually means the Hours column holds costs rather than hours.
• Rows for the same person, grant and month are added together.
• A row of 0 hours clears that person's month on that grant. A blank Hours cell is ignored.
• Importing a month replaces any hours already logged for that person and grant in that month, so importing a corrected file fixes the month rather than adding to it. This includes hours on a retired grant with the same name, so a schedule imported again after your grants were set up anew doesn't count those months twice.

Select Review to see what the import will change before anything is saved:

• how many months are new, the same as what's saved, change saved hours, or set them to 0, with each change's saved and new hours;
• hours already saved on the file's grants, in the months it covers, for people the file has no rows for. They stay unless you tick Remove them too, which makes those grants' months match the file;
• a grant whose hours in the file match hours already saved on another grant for the same people and months. That usually means the file calls a grant by another name, and importing it would count the hours twice. Select Use to put the rows on the grant they're already saved under.

An import is refused if it would leave anyone with more than 24 hours on one day across all of their grants; Review says who and when.