Importing Work Packages from a spreadsheet

When to use spreadsheet import

If your Work Packages already live in a spreadsheet, there's no need to re-type them into Project Commander row by row. The spreadsheet import lets you upload the lot in one step.

Reach for it when:

• The estimator has handed you a programme as an Excel file
• You're moving from another piece of software and need to bring the existing schedule with you
• A client has sent you a list of work in a spreadsheet they want you to track
• You've sketched out a project plan in Excel and want to commit it to the system

There are two separate import flows: one for Work Packages themselves, and one for sub-packages inside an existing Work Package.

Importing Work Packages

1. 1

   Open the Work Packages list and click Import/Export in the top-right.

2. 2

   Click the link to download the template spreadsheet (work-packages-import-template.xlsx). It already has the right column headings — don't change them or the upload will fail.

3. 3

   Open the file and fill in one row per Work Package. Leave any optional columns blank if they don't apply.

4. 4

   Save the file, head back to the import panel, and click Upload.

5. 5

   Pick your file. Project Commander checks every row before creating anything.

6. 6

   If everything looks good, you'll see a confirmation telling you how many Work Packages were imported. If something's wrong, see the next section.

Importing sub-packages into an existing Work Package

The detail page of each Work Package has its own separate import button on the Sub-packages card. Use it when you've already got the parent Work Package set up and just need to load in the children.

1. 1

   Open the Work Package you want to load sub-packages into.

2. 2

   On the Sub-packages card, click the spreadsheet import button.

3. 3

   Download the sub-package template (sub-packages-import-template.xlsx).

4. 4

   Fill in one row per sub-package, including planned dates, required trade, skill level, and estimated duration where you have them.

5. 5

   Save and upload the file. The same checks run as for the Work Package import.

When the upload fails

If any rows fail the checks, Project Commander rejects the whole upload — there's no half-finished import to clean up. The error message tells you which rows are wrong and why.

• Up to 5 errors are listed directly with row numbers and a short description
• More than 5 — the message shows the first 5 plus a count of the rest, so you know how many issues to fix in total

Common things to look out for:

• A missing column header — if you renamed or deleted a column in the template, the import won't recognise it
• A project name or ID that doesn't match — check the spelling against the project list in Project Commander
• A date in the wrong format — dates need to match the format shown in the template
• An unrecognised status or type — only the standard values are accepted (for example, Backlog, Ready, In Progress)

Fix the issues in your spreadsheet and upload again. Nothing is created until every row passes.

Real-world example

You've taken on a fit-out project and the QS has sent you a programme as an Excel file with 80 Work Packages on it. Rather than typing them in one by one:

1. 1

   Download the import template and open it alongside the QS's spreadsheet.

2. 2

   Copy the columns across, mapping the QS's headings to the template's headings. Make sure dates match the expected format.

3. 3

   Save and upload. Fix any errors the upload flags up.

4. 4

   All 80 Work Packages appear in the project ready for you to allocate operatives and assets.

Next steps

• Sub-packages — for what each sub-package field means.
• Creating Work Packages — for the manual create flow.
• Bulk create from a template — for template-based batch creation when you don't have a spreadsheet.