The CSV Import tool allows you to add or update large lists of clients and staff members all at once.
Whether you are setting up your ShiftCare account for the first time or performing a mass update on existing profiles, this feature saves your admin team hours of manual data entry.
Bulk Import and Update Clients (Import Wizard)
Navigate to Integrations > CSV Import.
Click on the blue 'Import' button under Import/Update Clients.
Drag and drop your CSV or XLSX file (Up to 1,000 rows and 3 MB per import) into the box, or click the link to choose a file from your computer. A list of accepted column headings can be found below the upload box. Column names are matched automatically, so they don't need to match exactly.
Once uploaded, the Wizard will attempt to match your columns to ShiftCare fields (e.g., matching "Cell" in your file to "Mobile Number" in ShiftCare).
The system will show a confidence rating for each match.
If a field isn't matched automatically, you can manually select the correct ShiftCare field from the dropdown menu. You can also choose not to import a column. Click 'Next' when all fields have been matched.
Before the data is saved, the system will take a few seconds to validate every row.
Rows with errors (such as invalid email formats or future birth dates) will be highlighted in red. Hover over the red x to see the accepted format for that field.*
You can click the relevant cell to fix the error directly in the validation table.
Once all errors are resolved, click 'Continue to Commit'.
The system will show you exactly how many valid rows are ready to be committed. Take a moment to review the list carefully. When you're ready, click ‘Commit [Number] Records’ to complete the process. Rows with errors will be skipped.
The system will display a loading screen while it creates or updates your records.
Once the process is complete, an import summary will provide a breakdown of records successfully created, updated, or those that failed to process.
The system uses the client's Display Name to identify existing records and automatically updates those profiles with any new information found in your file.
*Here are the supported fields and values:
Column Name | Values allowed |
Salutation | Mr, Mrs, Miss, Ms, Mx, Doctor, They, Them |
First Name | text |
Middle Name | text |
Family Name | text |
Display Name | text |
Date of Birth | YYYY-MM-DD |
Gender | Male, Female, Intersex, Non-binary, Unspecified, Prefer not to say |
Address | full address in one cell |
Address Unit/Apartment Number | number |
General Information | text |
Phone Number | number |
Mobile Number | number |
Marital Status | Single, Married, De Facto, Divorced, Separated, Widowed |
Nationality | text |
Languages | text - comma separated if multiple |
NDIS Number | number |
Age Care Recipient ID | number/text |
Reference Number | number/text |
Purchase Order Number | number/text |
Care Recipient ID | number/text (obtained from the Services Australia portal) |
Service Delivery Branch | text |
Participant Type | Input 1 for New SaH client, 2 for Transitional client, 3 for Grandfathered client |
Service Agreement Start Date | DD/MM/YYYY or YYYY-MM-DD |
Service Agreement Review Date | DD/MM/YYYY or YYYY-MM-DD |
Service Agreement End Date | DD/MM/YYYY or YYYY-MM-DD |
Classification | Input 1 to 8 for level 1 to 8 classification, or T-1 to T-4 for Transition level 1 to 4 classification |
Bulk Import and Update Staff Members (Import Wizard)
The system uses the staff member's email address to identify existing records. If the email matches an existing profile, the system will update that profile. If the email does not exist in ShiftCare, it will automatically create a new staff member.
Navigate to Integrations > CSV Import from the sidebar menu.
Click on the blue 'Import' button under Import/Update Staff.
Drag and drop your CSV or XLSX file (Up to 1,000 rows and 3 MB per import) into the box, or click the link to choose a file from your computer. A list of accepted column headings can be found below the upload box. Column names are matched automatically, so they don't need to match exactly.
Once uploaded, the Wizard will attempt to match your columns to ShiftCare fields (e.g., matching "Cell" in your file to "Mobile Number" in ShiftCare).
The system will show a confidence rating for each match.
If a field isn't matched automatically, you can manually select the correct ShiftCare field from the dropdown menu. You can also choose not to import a column. Click 'Next' when all fields have been matched.
Before the data is saved, the system will take a few seconds to validate every row.
Rows with errors (such as invalid email formats or future birth dates) will be highlighted in red. Hover over the red x to see the accepted format for that field.*
You can click the relevant cell to fix the error directly in the validation table. Note for UK/GDPR accounts: If you are importing an Admin, Coordinator, HR, or Ops role and the row is missing a phone number, the wizard will highlight it as an error. A valid phone number is required to enforce mandatory 2FA for these roles.
Once all errors are resolved, click 'Continue to Commit'.
The system will show you exactly how many valid rows are ready to be committed. Take a moment to review the list carefully.
For new staff members, we recommend ticking ‘Send account setup emails to newly created users’. If you leave this unticked, you’ll need to send the invites manually from each profile later.
When you're ready, click ‘Commit [Number] Records’ to complete the process. Rows with errors will be skipped.
The system will display a loading screen while it creates or updates your records.
Once the process is complete, an import summary will provide a breakdown of records successfully created, updated, or those that failed to process.
The 'Staff' role refers to Carers. We recommend importing all team members as staff first, and then updating their roles within the platform after the import.
*Here are the supported fields and values:
Column Name | Values allowed |
Salutation | Mr, Mrs, Miss, Ms, Mx, Doctor, They, Them |
Name | full name |
Date of Birth | DD/MM/YYYY or YYYY-MM-DD |
Gender | Male, Female, Intersex, Non-binary, Unspecified, Prefer not to say |
Address | Full address in one cell |
Phone Number | number |
Mobile Number | number |
Languages | text - comma separated if multiple |
Role | admin, coordinator, hr, support, ops, reader, staff, kiosk |
Employment Type | contractor, full_time, part_time, casual, others |
Kin Name | text |
Kin Relationship | text |
Kin Email | |
Kin Phone Number | number |
Send Invitation | true, false |
Notify Timesheet Approval | true, false |
To enable Support at Home for existing clients, read this in-depth SaH guide.
For further assistance with Importing and Updating Client/Staff via CSV, please contact our Support team using online chat when you're logged into ShiftCare, or email our Support team at support@shiftcare.com.