How to create Excel import files
What kind of information can be added to tasks
How is parsed data shown in GSMtasks

Creating Excel Import Files in GSMtasks 📄

GSMtasks enables you to import tasks to the system from Excel files.

Though importing makes life a lot easier, there are some things to keep in mind when creating an Excel document.

Right-click on the image below and choose "open image in a new tab" to have a closer look at what an import file should look like.

Each column has a name	Use our example column names shown in the sample file or create your own
Each line represents one task	-
Each cell should contain only one type of information	For example, the driver's name, contact number, email, etc.
The only mandatory information is the destination/address	Providing all the information shown in the example file is not necessary. Create an Excel file that meets your business needs.

What kind of information can I add to tasks? 👀

Here's a list of the information fields in GSMtasks and what the representing column names in the import file could be.

Note: When creating the import file, you can choose whatever column names you wish (we have just written down examples).

TASK

Category -> Task Category	Task type: - Assignment - Pick_up - Drop_off	Pick-up and Drop-off assignments can be connected to each other by providing them with the same Reference number
External ID -> External ID	A specific number, related to the task The number is saved to the GSMtasks system and should only be used one time The ID can be an order number, reference, etc.	Since GSMtasks saves the External ID, making changes to already uploaded tasks is simple. For example, if you forgot to add a description to the tasks while uploading them, simply upload the edited Excel file up again and the system will update all the tasks.
Reference -> Reference nr	A specific number, related to the task. The Reference can be an order number or something else	Usually, only one is used (external ID or reference no.)
Description -> Description	Additional information provided about the task	For example, you can write "Bring the car and leave there overnight"
Scheduled time -> Scheduled time	If the driver has to be in the task's location at a specific time (e.g. the customer has requested the parcel to arrive at 11 a.m.), a scheduled time can be added to the task	The Scheduled time will not be accounted for when optimizing tasks
Duration -> Duration	The time an employee has on-site This will be accounted for when optimizing tasks You can set different durations for different tasks	The format of the field should be HH:MM:SS (e.g. 00:15:00) For deliveries, this is usually 2-3 minutes For Assignments like repair work, office cleaning, etc., the duration of the task should be set longer.
Complete Before -> Task Complete before	The time before the task must be completed
Complete After -> Task Complete after	The time after which the task must be completed
Auto-assign -> Auto-assign	Value has to be true or the field has to be empty If the Auto-assign field is true for a task, it will be automatically assigned to a driver by GSMtasks If no value has been given, it will go to the unassigned tasks list	Auto-assign has to be enabled in the settings area
Size -> Size	Unit of volume Must be a full number (decimal places are not allowed)	This field is mostly used when the size of the goods can be precisely determined - pallets, cubic meters, etc. (e.g. the transport vehicle can hold up to 20 pallets)

ADDRESS

Full Address -> Full address	Contains a street name, building no., and apartment no.
Location -> Location	Full coordinates (latitude and longitude)	In GSMtasks, you can either use the full coordinates or add the latitude and longitude separately
Latitude -> Latitude	The latitude "number" of a full coordinate Usually appears before the longitude, except in Google Maps!
Longitude -> Longitude	The latitude "number" of a full coordinate Usually appears after the latitude, except in Google Maps!	In Google Maps, the latitude appears after the longitude! Make sure you copy the coordinates in the right order!
Point of interest -> Point of interest	Point of interest on the map (e.g. a landmark)	For example Central Park
Street -> Street	Street name	For example 5th Avenue
House number -> House number	Building number	For example 32
Apartment number -> Apartment number	No. of an apartment	For example 156
City -> City	Name of the city	For example New York
State -> State	Name of the state	For example California
Postal code -> Postal code	Zipcode associated with the address	For example 10011
Country -> Country	Name of the country	For example the United States
Country code -> Country code	Country codes are short alphabetic or numeric geographical codes (geocodes) developed to represent countries and dependent areas

RECEIVER

Name ->
Receiver name

Name of the receiver (e.g. if it differs from the person who made the order)

ORDERER

Name ->
Orderer name

Name of the person/company who made the order

METAFIELDS, CUSTOM FIELDS

📌 Custom fields (metafields) can be added and deleted in the Settings area.

For example:

Price ->
Metafield "Price"

Allows you to add a price to the task (e.g. if the customer pays your employee on-site)

Parsed data in GSMtasks

Click on the image and open it in a new tab to view it.