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If you’re setting up XO Scheduler for the first time or updating your organization with many new team members, Excel Import is the fastest way to add resources.
Instead of creating each Instructor, Classroom, or Simulator manually, you can upload them in bulk directly from your existing spreadsheets.
This guide shows you exactly how to import your resources step by step, and how to ensure they’re properly configured (with Qualifications and Work Rules) after import so scheduling is accurate.
Let's start.
🎥 Video Tutorial: Importing Resources
Watch this tutorial to see how to import your resources from Excel into XO Scheduler.
🛠️ Step-by-Step Guide
Below is a step-by-step guide using the example of importing a spreadsheet of Instructors.
📸 Disclaimer: Screenshots and videos may look slightly different from your XO Scheduler interface depending on your version or configuration.
1) Start the Import Process
Right-click in the Resources area.
Select Import Resources.
2) Select Your Excel File
Choose the Excel file you want to import.
Example:
updated_instructors.xlsx
3) Confirm Header Row
Indicate if your Excel file has a header row (column names).
✅ Example: First row contains “ID”, “First Name”, “Last Name”, etc.
4) Map Excel Columns to Resource Properties
XO Scheduler will try to auto-map columns based on names.
Review and adjust as needed.
Example: If your Excel column says “Rules” but XO expects “Work Rules,” map it manually.
Common properties to map:
Type
ID
First Name
Last Name
Location
Department
Work Rules or SIM Slots
5) Start the Import
Click Import.
Confirm the success message (e.g., “200 resources imported”).
6) Organize Imported Resources
For easier organization, assign all imported entries to a temporary department in Excel, such as
Imported Employees.After importing, filter by this department and move resources to their correct departments.
📄 Example Workflow Summary
Action | Example |
Excel file |
|
Header row | ✅ Yes |
Column mapping | Adjust |
Department (in Excel) |
|
Post-import task | Reassign to correct departments |
Now you’ve successfully imported resources in bulk — no need to create each one manually!
💡 Pro Tips
Qualify your resources immediately: Once imported, assign Qualifications (licenses, language skills, visas, etc.). Without these, XO Scheduler won’t schedule them.
Set Work Rules: Work Rules ensure correct rest times and hour limits for instructors.
Keep Excel clean: Check for duplicate IDs or missing required fields before importing.
Use departments strategically: Import everything into a “Staging” department, then reorganize.
🔗 Related Tutorials
New Resource – Instructor – How to manually add instructors
Work Rules – Essential for instructor scheduling compliance
Qualifying Resources – Make sure resources are fully qualified to be scheduled
Managing Properties – Learn how to create and adjust resource attributes
Wrapping Up
Excel Import is a powerful way to onboard your team quickly, saving hours of manual data entry. But importing is only the first step—make sure every resource is qualified and has the right Work Rules to ensure accurate, compliant scheduling.
Once you’ve set up your resources, XO Scheduler becomes a powerful hub for smooth, error-free training operations.Please remember that all your Resources need Qualification(s) like for example language skills, visa, etc.