Upload an appointment schedule

Quickly adjust capacity needs across your facilities by uploading and creating a 60-day schedule with the schedule upload template. You can customize schedule reservations by building them from scratch within the template, or by exporting an existing schedule from Turvo and applying it to future dates.

This article covers:

• Downloading the schedule template
• Understanding the template fields
• Modifying your appointment schedule
  • • Adding reservations
    • Uploading the template
    • Deleting/modifying reservations
• Using an existing schedule
• Errors during upload

Prior to uploading your schedule, read Understanding appointment schedules and How to set up an appointment schedule for a complete understanding of appointment scheduling.

Note: You must have Owner, Admin, or Super admin permissions to use this function.

Downloading the template

You can download the template directly from the Scheduling block > Schedule export/import segment of the location by clicking Schedule import and selecting Use our CSV template from the modal.

Once you download the template, check your downloads folder or wherever your browser downloads are stored for a CSV file named Facility Reservation Schedule.csv.*

*Protip: We’ve attached an example of the template to the bottom of this article.

Understanding the template fields

The blank CSV template you’ve downloaded directly from Turvo has ten headers that need to be filled in. All fields are required for a successful upload:

• id: Each row needs a number in the Id column. Row 2 will always be 1 and each subsequent row will be the next number in sequential order (2, 3, 4, 5 etc).
• Day of week: The day of the week the slot is available.
  • • Format as the day fully spelled out (i.e. Monday, Tuesday, etc).
• Start Time: Time you want the reservation to be.
  • • Format as h:mm AM/PM (i.e. 11:30 AM).
• Location: ID of the location found in the Turvo URL.
  • • Navigate to the location in Turvo and look at the URL, your location ID is listed after locations in the URL.

• Type: Enter the type of reservation this is going to be, either customer or carrier.
• Account Name: Enter the name of the account.
• Account: Who the reservation is assigned to.
  • • Specific Customer/Carrier: Enter the specific customer or carrier ID found in Turvo URL.
      • Navigate to your customer’s or carrier’s account screen in Turvo and look at the URL. Their ID is listed after accounts in the URL.

• • • Other Customer: Enter other in the cell.
    • Public: Enter public in the Account Name and Account ID cells.
• Direction: The direction of the reservation.
  • • Enter inbound or outbound.
• Number of Slots: The amount of reservations that you want open for that start time in that row for that account.
  • • Enter any numerical value from -20 to 20. Positive numbers add reservations to that slot and negative numbers remove reservations.
• Date: The date you want the reservations uploaded to.
  • • Must be in YYYY-MM-DD format for US locations and DD/MM/YYYY for European locations.
    • Must match the Day of week in that row.
      • Example: If you entered 01/01/21 as the date, the Day of week would need to be Friday.
    • Must be at least one day in the future.
• Special services: This allows for carriers to book appointments when they need extra handling at the facility. If you specify a slot for “special services”, carriers can only book those services in that slot.
  • • Enter yes for special services or no for standard services.
• Drop/Live: This specifies the type of load that can be booked for the appointment. 
  • Enter Drop, Live, or Either.

Modifying the schedule

You can upload or delete reservations on your schedule by updating the Number of Slots column (column H). Entering a positive number in the column adds reservations to your schedule during that time slot, while a negative number removes them.

Adding reservations

In an example scenario, Acme Inc and Shopping Inc are customers you are reserving space for. All other appointments are shown as Other and are open to all your smaller customers that have movement at your location. 

**Special Services slot

To achieve this schedule, you would need to fill out the template like the spreadsheet we’ve attached to the bottom of this article. The example spreadsheet is named Initial Reservation Upload Example.csv. 

Keep in mind our example customer and location IDs are:

• Location: 311 (Column D)
• Account (Column F)
  • • Shopping Inc: 8577
    • Acme Inc: 8576
    • Other (Customer): other

Uploading the template to Turvo

Step 1:

Navigate to the location schedule, either by hovering over the left navigation and clicking Locations, or by searching for the location in the global search bar.

Step 2:

Select the location you are setting the schedule for. If you have multiple locations, each location will have a unique schedule.

Step 3:

Select the Details tab from the location summary page, then click Scheduling to upload the CSV template.

Step 4:

Click SCHEDULE IMPORT and upload the CSV file by browsing for it or by dragging it to the window, then click PROCESS.

Your schedule is now in the process of being uploaded. The upload times will vary depending on the size of the schedule. You can review the upload status by clicking SEE UPLOAD STATUS or by navigating your admin console and viewing the Turvo data importer.

Deleting/modifying reservations

Using the example schedule above, imagine you need to adjust your schedule because your customer, Shopping Inc, is no longer moving volume through your facility. You want to open up their reservations to all your smaller customers (Other reservations), so your new schedule would look like this:

To remove Shopping Inc. from your schedule, enter the appropriate negative value in the Number of slots column (column H) for each Shopping Inc. reservation. To replace those reservations with Other reservations, enter in new records that have positive values. An example of this CSV template can be found attached below titled Reservation Upload Update.csv. 

Utilizing an existing schedule

Rather than filling out a template manually, you can also export existing schedules to replicate them for up to 60 days. The system will populate all of the data fields mentioned previously, so you don’t have to!

For example, you set your schedule for the first week of the month, but it’s going to be consistent for the entire month.

When using this practice, your schedule from the first week will be applied to the remainder of the month (i.e. Monday’s schedule will be applied to all Mondays for the remainder of the month, Tuesday’s schedule will be applied to all Tuesdays for the remainder of the month, and so on).

Step 1:

Navigate to the location Details tab on the location summary page and click on the Scheduling tab.

Step 2:

Click SCHEDULE EXPORT and fill out the appropriate fields in the window that populates:

• Create/Delete toggle: Defines whether the reservations being exported will be used to create new reservations or delete existing reservations.
• Target export range: An explicit start and end date for the target schedule reservations that a user wants to export. The maximum range is 7 days
• Target import range: An explicit start and end date for the reservations that a user wants to upload/delete. The maximum range is 60 days.

The Target export range schedule will be applied to the Target import range. Choose Create to have the schedule duplicated to the Target import range or choose Delete to have the schedule that exists during the Target import range to be deleted.

Step 3:

Once you export the schedule, a CSV file will be created and downloaded to your computer named Facility Reservation Schedule.csv. Check your downloads folder or wherever your browser downloads are stored.

Protip: You can add/modify information in the schedule after exporting. If you need to make minor changes, open the file and follow the formatting instructions outlined in Understanding the template fields.

Step 4:

Click SCHEDULE IMPORT and either drag the CSV file into the window or browse to upload the file. Once you’ve attached the file, click PROCESS.

When the file has successfully started importing, you can either click DONE to navigate away from the window or review the status of your upload by clicking on SEE UPLOAD STATUS. You can also view the status of your upload in the admin console under the Turvo data importer.

Errors during uploads

To check to see the progression of your uploads, click your profile on the top right of Turvo and select Admin console.

Select Turvo data importer from your console to see a full history of data uploads to Turvo.

The following information is available in your Turvo data importer screen:

• Entry Type: Data type imported to Turvo
  • • Includes information uploads of a company, contact, contract, customer, facility reservation schedule, factor, group, location, order, shipment, and user
• Status: Current status of the upload
  • • Processing: Upload is in process and records are in the process of being created
    • Terminated: Miscellaneous Error
    • Failed: File failed to upload
    • Completed with errors: Uploaded was completed, but not all records were uploaded properly
    • Completed successfully: Upload was completed in its entirety
• Successful records: Displays the number of successful records/total records.
  • • Example: If 95 records were successfully uploaded, but 5 records had errors, this column would display 95/100
• Error File: Consolidation of all the errors that occurred during the upload
• Uploaded by: User that initiated the upload
• Upload date: Date/Time the file was uploaded
• Job ID: Reference number for that particular upload
• Last updated: Date/Time of when the information was last updated

If your file has a Status of Completed with errors, click on the error file associated with that Job ID to learn more.

• Facility Reservation Schedule.csv95 Bytes
• Initial Reservation Upload Example.csv3 KB
• Reservation Upload Update.csv1 KB