Upload a Schedule File as a Pro: Approve AI Shift Extraction (Guide + Checklist)

Before you upload: quick checklist to reduce errors

Preparing your file first reduces guesswork and speeds approval. Use this checklist before you start the flow:

1) Clear, single-month view (if possible): The AI extracts shifts much more reliably from a single rota page or image that shows contiguous dates. If your schedule spans multiple pages, upload each page separately.

2) Use standard time formats: Write times as 09:00, 9:00 AM, 17:00, or 17:00–23:00. Avoid slang like “late” or “overnight” without exact hours.

3) Include day and date labels: Rows or columns should indicate weekday names (Mon, Tue) and dates (Apr 4). This helps the AI map times to specific days rather than guessing a repeated pattern or rotation start date. If your rota uses only weekdays with no dates, note the month separately in your upload notes where possible (see app prompts).

Sample file structures to replicate

Below are two simple, practical examples you can copy into a text file, spreadsheet or use as a layout for a photo of a printed rota. These are intentionally plain so the AI can detect the key elements: employee name, date, shift start and end.

Example A — Compact CSV/text layout (tabular, easy for spreadsheets):

employee_name,date,start_time,end_time,role Alex Smith,2026-06-01,09:00,17:00,Bar Alex Smith,2026-06-02,14:00,22:00,Bar Alex Smith,2026-06-03,10:00,14:00,Stock

Example B — Visual rota layout (photo-friendly): imagine a printed grid with these columns across the top: Date | Day | Start | End | Role. Each row contains one shift, for example: 2026-06-01 | Tue | 09:00 | 17:00 | Bar. If you photograph or export such a page as PDF or image, ensure text is legible and not blocked by creases or shadows.

Step-by-step: Upload, preview, approve, import

1) Upload your file: From the Pro upload flow, choose a rota PDF or image (the one-time AI extraction accepts those formats). The UI will indicate that this is a single extraction job—not a continuous sync or direct payroll import—and remind you that PayCheck AI does not store uploaded documents.

2) AI detection preview: After upload, the AI scans the page and displays a preview of detected shifts. Expect a table-style preview showing date, start and end times, role and (if detected) the staff name. This draft is intended for review: the system extracts likely shifts but may misread times, AM/PM, or split-night shifts.

3) Manually review and correct: Carefully review each detected shift. Common fixes include:

- Correcting misread times (e.g., 7:00 read as 1:00). If the rota uses 24-hour time, verify the AI parsed it as such. - Resolving overnight shifts: If a shift crosses midnight (e.g., 22:00–06:00), confirm the AI assigned it to the correct start date and end date. - Assigning or removing roles: If role labels were faint or omitted, choose the proper role in the preview editor. - Adding missing breaks: The extraction creates shifts; it will not infer unpaid breaks unless shown. Add break times manually if you need them in the calendar.

Helpful review tips and edge cases

• Multiple shifts per day: If someone has two shifts on the same day (e.g., 07:00–11:00 and 16:00–20:00), make sure both appear as distinct rows. The AI sometimes combines nearby times into one long shift—split them in the preview if needed.

• Repeating patterns and rotations: If your uploaded rota shows a repeating rotation without explicit dates, the AI may detect the pattern but needs a reference date to place the shifts. Provide a start-week date in the upload notes or add dates to the source file.

• Names and team assignments: The preview will show detected names where present. PayCheck AI’s one-time extraction produces shifts for your calendar; it does not automatically assign workers across external payroll systems or push shifts to other people’s calendars as a two-way edit.

Finalize import and next steps

Once every shift is corrected and approved in the preview, confirm the import. The approved shifts are added to your PayCheck AI calendar as individual shifts (or preset rotations if you choose to create a rotation from the imported pattern).

Remember: this import is a one-time creation of calendar events. It does not create a continuous connection to the original file or external payroll systems. If the original rota changes later, upload a new file and repeat the one-time extraction.

After import you can:

- Track hours and overtime using PayCheck AI’s daily and weekly overtime thresholds and night/weekend allowances while on an active Pro trial or paid Pro subscription. - Export your shift data to CSV or ICS. - Create a private read-only calendar subscription (Google, Apple, Outlook) that refreshes from PayCheck AI, useful for viewing shifts across devices. These calendar subscriptions are read-only copies and not two-way editable.

Worked example: convert a single-page rota into calendar shifts

Scenario: You have a one-page rota for June with rows showing date, day, start, end and role. You upload the PDF and pause at the preview.

Detected shifts example (before edits):

• 2026-06-02 — 9:00–17:00 — detected as Alex Smith — parsed role: Bar • 2026-06-03 — 14:00–22:00 — detected as Alex Smith — parsed role: Bar • 2026-06-04 — 10:00–14:00 — detected as Alex Smith — parsed role: Stock

Review actions you take manually: correct any misread times, confirm roles, split any combined shifts and add a 30-minute unpaid break to the 9:00–17:00 shift if your workplace policy requires it. After approval you import the three shifts. They appear in your PayCheck AI calendar and count toward your tracked hours. Any pay estimates remain hypothetical and must be entered or calculated manually using the app’s estimation features where available; PayCheck AI does not calculate taxes or guarantee payroll accuracy.

Practical checklist

• Ensure the file is a clear PDF or image with legible text and single-month focus where possible.
• Use explicit dates (YYYY-MM-DD) or include a month reference if dates aren’t present.
• Use precise start and end times in a standard format (24-hour or 12-hour with AM/PM).
• Mark overnight shifts clearly (e.g., 22:00–06:00) so the AI maps start and end dates correctly.
• If scanning a printed rota, avoid shadows and save at a high resolution (readable text).
• Be ready to manually correct parsed times, split combined shifts, and add breaks in the preview.
• Remember this is a one-time extraction—re-upload whenever the source rota changes.

Frequently asked questions

Is the uploaded schedule kept in PayCheck AI?

PayCheck AI uses the uploaded file to perform a one-time extraction and does not store uploaded documents long-term. The resulting approved shifts are added to your calendar, but the original file is not retained in the app.

Will this sync changes from my original rota automatically?

No. The feature performs a one-time AI extraction. If your posted rota changes, upload an updated file and repeat the extraction and approval process.

Can the extraction import directly into payroll software?

No. This flow creates calendar shifts in PayCheck AI only. PayCheck AI does not import directly into payroll systems or guarantee payroll accuracy. You can export CSV or ICS files and use those exports as a manual input to other systems if needed.

What if the AI misreads times or combines shifts?

The preview is designed for manual correction. Before final import, edit any misread times, split combined shifts, confirm overnight assignments, add breaks, and verify roles. Only approved edits are imported into your calendar.

Can team schedules be extracted and assigned to members?

You can upload a rota that includes names; the extraction can detect staff names if present. PayCheck AI creates shifts in your calendar view for approval. It does not automatically assign shifts into other people’s external calendars or perform two-way edits. Team functions such as visible profile names, inviting members, requests and planner approvals exist as separate team features described in the app.