Importing roles

Roles cover the entire project lifecycle in Scoro. You can sell, track, and bill your services using role-based pricing, where the exact price of the service depends on who actually carries out the work.

Learn more about roles in Scoro.

Site administrators can add and manage the roles under Settings > Sales and finance > Roles. However, for companies with many employees and roles, importing the roles in the Import data module can be much more convenient than adding and modifying them one by one.

The roles import will include the role name, cost, and selling price for specific price lists in Scoro.

This article will walk you through every step of importing roles to Scoro.

1. Preparing your roles import file

To ensure a successful roles import, we recommend downloading the example import file available in the Roles tab in the Import data module and using it as a basis for preparing your import file. The example file is available in CSV and XLS formats.

Insert data about each role on a separate row in the file and fill out the following details accordingly:

• Role name
  • A mandatory field - the rows in the import file without a role name will not import and will return an error. 
• Role ID
  • Scoro’s internal role ID, automatically created by Scoro.
  • Leave the Role ID cell empty if you want to add a new role.
  • Fill out the Role ID if you want to update the existing roles and will be matching them by the role ID.
• Role cost
  • The default labor cost for the particular role.
  • When the role cost is filled in on the import file, a new role cost will be added to the role in Scoro after the import with the specified starting date.
• Cost active from
  • The date from which the labor cost for the role is active.
  • We recommend using the yyyy-mm-dd date format. Use the ‘Format cells’ functionality in Excel to set the correct date format.
  • A mandatory field if you want to add a new labor cost for a role.
• Selling price
  • If there are price lists set up on your site, you can specify the role’s selling price for each price list.
  • You can add new columns for each price list; during the importing process, you’ll map the columns from the import file to the price lists in Scoro.

2. Importing roles to Scoro

Once you’ve prepared the import file, you can proceed with importing the roles to Scoro:

1. Go to the Import/Export module and open the Roles tab.
2. Click Choose file and select your import file.
3. Click Proceed.
   
4. Next, you’ll need to map the columns in your file to fields in Scoro. If you used our example import file to prepare the data, most or all of the fields should already match.
5. If you want to update the roles that are already in Scoro, tick the Update already existing items checkbox and select whether you want to match the roles by role ID or role name.
   • When matching the roles by role ID:
     • If the ID is filled and exists in Scoro, the existing role details will be updated.
     • If the ID is filled in but doesn’t exist in Scoro, the particular row will return an error and will be skipped during the import.
   • When matching the roles by name, the role ID is ignored during the import.
6. Tick the Save matched column headers as default if you want the import file columns to be saved in the system. This will make the system automatically match the values when you import a similar file in the future.
   

Once the import is started, the roles will import in the background, and you’ll receive a notification in Scoro once the import is complete. 

3. Resolving errors after role import

If any lines on your roles import file contain errors, these lines won’t be imported, and the notification will mention that the import had errors. The Imports tab will also show an error under the Items with errors column, along with an export report file.

To fix the roles import errors:

1. Click the Export errors button to download the export report file
2. Make the necessary corrections
3. Import the updated import file to Scoro.