Import service specifications
Many clients deliver their service specifications as an Excel sheet: activities per area, with different frequencies on weekdays and at weekends. Instead of creating every row by hand as a position, task, and form, you upload the file — the service specifications import reads it with AI, shows you a reviewable draft, and then creates everything needed in one step:
- Form templates per area — one checklist per area of the service specifications, which your team uses to document the execution.
- Order positions — every activity becomes a service position in the order's service schedule.
- Task series per work cycle — every work cycle becomes its own recurring task.
None of this happens unasked: between upload and creation there is always the review step, where you edit the draft and can deselect individual rows.
Where to find it
- Open the detail page of the work order the service specifications belong to.
- In the service schedule section, click "Import specifications" — the button also appears in the empty state if the order has no positions yet.
- A side panel opens with three steps: File → Review → Done.
If the order already has positions, the import points this out: the imported positions are appended, existing ones remain unchanged.
The template
In the upload step you can download a sample Excel file — it shows the expected format with example rows. The import also copes with many real-world service specifications; the AI maps deviating column names on its own.
| Column | Content |
|---|---|
| Activity | What to do, e.g. "Clean sanitary rooms" |
| Area | Where the activity takes place, e.g. "Sanitary", "Outdoor area" |
| Work cycles Mon–Fri | How often per day on weekdays, e.g. 2 (0 = not applicable) |
| Work cycles Sat–Sun/holiday | How often per day at weekends and on public holidays, e.g. 3 |
| Time window (optional) | A from–to time window, e.g. "06:00–09:00" |
| Note | Free text, e.g. "only after closing time" |
How it works
Step 1: File
Drag the Excel file into the upload area or pick it with a click. This step also holds the sample template download and the note on AI processing (see Limits & rules). After the upload, the AI reads the file — this takes a moment.
Step 2: Review
The review step shows the draft as an editable table, grouped by area. Per row you see and change the activity, the area, the work cycles Mon–Fri and Sat–Sun/holiday, the time window, and the note. With the checkbox at the start of each row you deselect individual rows — deselected rows are not created.
- Clarifying questions from the AI: If something in the file is ambiguous — an unclear frequency, or an area that cannot be assigned — the AI asks its questions above the table as multiple-choice questions. A plausible answer is preselected for each; questions never block the import.
- Summary: Below the table, one line sums up what will be created on confirmation — "n templates · n positions · n series". Next to it, a quota meter shows how many active form templates your plan still allows.
- Confirm the draft with "Create". Everything is created in one step — if any part fails, nothing is created.
Step 3: Done
The final step confirms the result and links straight ahead: to the new form templates in the settings and to the task list, already filtered to the order's property. The order's detail page reloads — the new positions appear in the service schedule.
What gets created
| From the file | Becomes |
|---|---|
| Every row (activity) | One service position on the order |
| Every work cycle | Its own task series — 1 cycle = 1 task |
| Every area | One form template (checklist with all activities of the area) |
So if a row reads "2× Mon–Fri, 3× Sat–Sun/holiday", three task series are created: two run daily, the third only at weekends and on public holidays. Every task carries the form template of its area plus labels with the order and the area — so it stays filterable in the task list.
Holiday behaviour: Public holidays follow the Sat–Sun/holiday column. If a holiday falls on a weekday, the holiday frequency applies on that day — the weekday-only cycles pause, the weekend/holiday cycles run.
Limits & rules
- Template quota: The LITE plan includes at most 3 active form templates — see the licence overview for details. If the quota is not enough, the review step warns you; you can create the templates as drafts instead (drafts do not count against the quota, see form templates).
- AI processing: The file is sent to Azure OpenAI for reading. Do not upload personal data — service specifications need no names.
- Prerequisite for holidays: For the holiday frequency to take effect, holidays must be stored on the property — under property settings → Holidays & Special Dates ("Load public holidays").
- Monthly rhythms (e.g. "1× per month") are not part of the import — create such activities by hand as a task with monthly recurrence.
- Duplicate import: Importing the same file into the same order again is intercepted, so no duplicate positions and series are created.