When importing data into ShiftCare in bulk, your spreadsheet must be formatted correctly to prevent upload errors. This guide serves as a master reference for all accepted formats, categories, and terminology required for our various CSV and XLSX import templates.
Client Import and Update
Please read this guide to learn how to use our Client Import Wizard. Column names are matched automatically, so they don't need to match exactly. CSV and XLSX files are accepted (Up to 1,000 rows and 3 MB per import).
This table also includes the necessary fields for our Support at Home bulk client import process. 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 |
Participant Type | Input 1 for a brand new SaH client, 2 for a transitional client, and 3 for a grandfathered client |
Staff Import and Update
Please read this guide to learn how to use our Staff Import Wizard. Column names are matched automatically, so they don't need to match exactly. CSV and XLSX files are accepted (Up to 1,000 rows and 3 MB per 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 |
Medication Import
Read this guide to learn how CSV import works in our Medication Management feature. Because clinical medication data requires strict compliance, the fields below must match our system's exact spelling and phrasing.
Medication Fields
name: Required
brand: Required
schedule_class: Required (See regional list below. Note: only UK accounts can leave this blank).
strength: Required (Numeric value greater than 0, up to 4 decimal places).
route: Required (Must be valid for the chosen form).
form: Required (Must match exactly from the list below).
strength_unit: Required (Must be valid for the chosen form).
volume: Optional (Must be in mL). Only supported for forms marked with a (†) below.
Schedule_Class by Region
You must use one of these exact terms for the schedule_class column based on your region:
AU and NZ: Un-schedule, Schedule 2, Schedule 3, Schedule 4, Schedule 8
US: Schedule I, Schedule II, Schedule III, Schedule IV, Schedule V, Prescription-only (Rx), Behind-the-Counter (BTC), Over the Counter (OTC)
CA: Schedule I, Schedule II, Schedule III, Schedule IV, Prescription, Pharmacy, Over the Counter (OTC)
UK (schedule_class can be blank): Schedule 1, Schedule 2, Schedule 3, Schedule 4 (Part I), Schedule 4 (Part II), Schedule 5, Prescription-only (POM), Pharmacy (P), General Sale List (GSL)
Accepted Forms, Routes, and Units
Your selected route and strength_unit must be compatible with the physical form of the medication. Forms marked with a (†) also support the optional volume field.
Tablet (Tab)
Routes: Oral (PO), Sublingual, Per Rectum (PR), Percutaneous Enteral Gastrostomy (PEG)
Units: mg, mcg, g, unit(s)
Capsule (Cap)
Routes: Oral (PO), Per Rectum (PR)
Units: mg, mcg, g, unit(s)
Mixture †
Routes: Oral (PO), Nasogastric (NG), Percutaneous Enteral Gastrostomy (PEG), Nasojejunal (NJ), Jejunostomy (PEJ)
Units: mg, mcg, g, %, mL, L
Powder
Routes: Oral (PO), Inhalation, Topical, Nasogastric (NG), Nasojejunal (NJ), Percutaneous Enteral Gastrostomy (PEG), Jejunostomy (PEJ)
Units: mg, mcg, g, %, mL, L, unit(s)
Metered Dose Inhaler (MDI) †
Routes: Inhalation, Nebulised (NEB)
Units: mcg, puff
Injection (Inj)
Routes: Intramuscular (IM), Intravenous (IV), Subcutaneous (Subcut), Intrathecal, Intraarticular, Epidural, Peripherally Inserted Central Catheter (PICC)
Units: mg, mcg, g, unit(s), mL
Cream / Ointment
Routes: Topical
Units: %, mcg, g, unit(s)
Ear Drops / Ointment †
Routes: Topical (ear-specific)
Units: %, mcg, g, unit(s)
Eye Drops / Ointment †
Routes: Topical (eye-specific)
Units: %, mcg, g, unit(s)
Suppository / Pessary
Routes: Per Rectum (PR), Per Vagina (PV)
Units: mg, mcg, g, unit(s)
Patient Controlled Analgesia (PCA)
Routes: Epidural, Intravenous (IV)
Units: mg, mcg, g, unit(s), mL
Irrigation
Routes: Irrigation
Units: mcg, mL, L
Oral liquid †
Routes: Buccal, Nasogastric (NG), Oral solution, Oral suspension, Oral (PO), Percutaneous Enteral Gastrostomy (PEG), Sublingual, Nasojejunal (NJ), Jejunostomy (PEJ)
Units: mL, mg, mcg
Transdermal Patch
Routes: Transdermal
Units: mg, mcg, unit
Nebuliser †
Routes: Nebulised (NEB), Inhalation
Units: mcg, mg, mL
Oromucosal Solution †
Routes: Buccal, Sublingual
Units: mg, mcg, mL
Sachet
Routes: Oral (PO), Percutaneous Enteral Gastrostomy (PEG), Nasogastric (NG), Nasojejunal (NJ), Jejunostomy (PEJ)
Units: mg, mcg, g, unit(s)
Soluble Tablet
Routes: Oral (PO), Percutaneous Enteral Gastrostomy (PEG), Nasogastric (NG), Nasojejunal (NJ), Jejunostomy (PEJ)
Units: mg, mcg, unit(s)
Dry Powder Inhaler
Routes: Inhalation
Units: mg, mcg, unit(s), puff
Oral Solution †
Routes: Nebuliser
Units: %, mg, mcg, mL
Crushed tablet mixture †
Routes: Nebuliser
Units: mg, mcg, g, mL
Spray
Routes: Topical
Units: %, mcg, g, unit(s)
Oral Spray †
Routes: Oral
Units: mg, mcg, mL, unit(s)
For further assistance with this Bulk CSV Import Format Reference Guide, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.