Import multiple tasks at once using an Excel (.xlsx) file instead of creating them manually. This is ideal when migrating data from another system or scheduling a large number of deliveries or jobs.
Before You Start
Before importing your tasks, make sure:
Your spreadsheet is saved as an Excel (.xlsx) file.
Each row represents one task.
Your spreadsheet contains the information you want to import.
Addresses are complete and accurate.
Importing Tasks into GSMtasks
Step 1: Open the Tasks page
Navigate to Tasks from the main menu.
Step 2: Click Import
On the Tasks page, click Import in the upper-right corner.
Step 3: Upload your spreadsheet
Drag and drop your Excel file into the upload area or click Upload to browse your computer. GSMtasks supports importing Excel (.xlsx) files and CSV files.
Match Spreadsheet Columns
After uploading your file, GSMtasks asks you to match the columns from your spreadsheet with the corresponding GSMtasks fields.
For example:
Excel Column | GSMtasks Field |
Customer Name | Contact Name |
Phone | Phone |
Street | Street |
City | City |
Reference | Reference |
Description | Description |
Review each mapping carefully before continuing.
Tips
Only the address is required to create a task.
If you import a Contact ID, the remaining contact information is filled automatically.
You can assign the same completion date to all imported tasks if needed.
If you use the same file format the next time you import the software will save your matched columns and auto-fill them, so you just have to check they are right!
Step 4: Review your import
Once the columns have been mapped, click Review Import.
The preview allows you to verify that your spreadsheet has been interpreted correctly before creating any tasks.
If your spreadsheet contains column headers in the first row, enable Skip First Row.
Step 5: Import your tasks
Click Import Tasks to create the tasks.
After the import finishes, you'll see an import summary showing whether all tasks were successfully created.
Image: Import Status
Note
If assignees were included in your spreadsheet, tasks will automatically be assigned to those users.
If no assignee is provided, tasks will be created as Unassigned.
View Imported Tasks
Click View Tasks to open the Dashboard and review your imported tasks on the map and in the task list.
Verify that:
All addresses are correct.
Tasks appear in the expected locations.
Assignees have been assigned correctly.
Dates and time windows have been imported correctly.
Optional: Optimize Imported Tasks
If you imported multiple unassigned tasks, you can optimize them immediately.
Click Optimize Import before leaving the import wizard.
Configure Optimization
Choose the optimization settings that best match your operation, including:
Start location
End location
Start time
Optimization method
Assignees
Preview before optimization
If enabled, Preview lets you review the optimized routes before applying them.
Complete Optimization
Click Optimize.
Once finished, click View Optimizations to review the generated routes.
Troubleshooting Import Errors
If GSMtasks cannot locate an address, a warning indicator may appear.
This usually means:
the address could not be matched,
the address needs more time to be geocoded,
or the address contains incorrect or incomplete information.
If the warning remains:
Right-click the task.
Select Edit Task.
Correct the address.
Save the task.
