How to Import Tasks and Schedules from a .CSV file

How you can Import Schedule and Task information in Propared

Sometimes we begin a planning process in spreadsheets or other calendar programs and it would be useful to get that information into Propared without having to manually add it all.  No fear, you can use our Importing via .CSV file or our one time import from External Calendar features to do just this.

Preparing your File for Importing via .CSV

*For best results, we recommend using Propared's Template Headers when preparing for importing via .CSV file

Successful Importing requires that the information in your spreadsheet and the Propared fields be mapped to each other.  The Propared Template Headers allow the mapping process to go very quickly. 

However, we also provide you a manual mapping validation process as well to assist you in ensuring that your information gets to the correct place in Propared. 

Importing schedule information into Propared via .CSV

  1. Log into
  2. Navigate to the Timeline Screen
  3. Ensure that the Project you wish to import into is showing at the top of the screen.  If not, select the project you wish to import the tasks into.
  4. Click the 'Import Tasks' button
  5. Select the .CSV file you wish to Import
  6. Ensure that the mapping looks correct.  You can adjust any mapping by clicking on the 'v'
  7. You can step through each line of the spreadsheet by using the '< >' arrows
  8. Click the 'ignore first row' check box to avoid importing column headers as a Task.
  9. When you are happy, select "Import Tasks!'

Best Practices for Importing

Required Fields

  • The only required fields are 'Task Name'.  All other fields are optional.  If there is no Task Name, the line will not import.

Multiple Values in a Single Field

  • If you have multiple values within a single field, they must be separated by either a comma (,) or a semi-colon (;).

Notes Field

  • You can map more than one column to the Notes field.  Example:  If you have a spreadsheet that has lots of information broken out into different cells and there is not a designated field for that type of information you can import them all into the Notes Field.  
  • The Notes field is searchable, so it's a good place to put that type of information.

Team Member and Location Matching

  • For the Team and Location fields, we'll search your existing Propared Contacts, and attempt to match them by their name.
  • The Contact Name must match verbatim, but it is NOT case sensitive (i.e., we ignore the letter case).
  • For any Contacts we cannot match. we'll save that value into the Notes field.

Import Errors 

  • For Tasks with date or time info we had trouble importing, we'll automatically add the Category Tag IMPORT ERROR.
  • After importing, you can filter your timeline by the Category Tag IMPORT ERROR, and review each task to see what didn't map correctly.

Date & Time Formatting

  • We use your personal date and time format preferences (found in the Settings screen) to determine if dates should be validated using Month-Day-Year versus Day-Month-Year.
  • If we encounter any unexpected issues for the date or time (e.g., non-chronological date/time or unsupported format/notation), we'll import whatever values we can, and tag the Task with an import error.
  • See below for a detailed list of supported date/time formats


Date:  March 5 (current year is assumed)

  • 3/5
  • 3-5
  • and any combination with or without preceding zeros

Date:  March 5, 2014

  • 3/5/14
  • 3/5/2014
  • 3-5-14
  • 3-5-2014
  • and any combination with or without preceding zeros

Time:  6:30 AM

  • 6:30am
  • 6:30 am
  • 630a
  • 630 a
  • 630
  • 6:30
  • and any combination with or without preceding zeros
  • NOTE:  a/am is case insensitive

Time:  6:30 PM

  • 6:30pm
  • 6:30 pm
  • 630p
  • 630 p
  • 1830
  • 630 pm
  • and any combination with or without preceding zeros
  • NOTE:  p/pm is case insensitive


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