Import a timetable

The importer is the fastest way to get a schedule into InstructorHUB and the tool you will reach for whenever a lot changes at once, such as a new term. For a standalone studio it does double duty: it is how you first set the timetable up, and how you keep it current afterwards. Learning it well pays back every season.

The flow is always the same five moves: upload your file, map the columns, read the preview, match your instructors, then confirm. Nothing is saved until that final confirm, so you can explore each step without risk and back out if the file needs fixing first.

How it works

Open the importer from the sidebar: choose Setup, then Import timetable. First decide Merge or Replace. Merge adds to and updates what you already have, which is right for ongoing changes, while Replace clears the current timetable and rebuilds it from your file, which suits a fresh season or a first import. When unsure, Merge is the safer default because it never removes classes you did not include.

Next, upload a CSV file or paste the rows straight in. Each row should be one class, with a day, a time, a class name, and the instructor who teaches it. You can also set how instructors are matched, for example by class name, to suit how your spreadsheet is laid out.

InstructorHUB then reads your columns and matches them to the fields it needs. Check each match and correct any that landed on the wrong column using the remap control. Once set, the mapping is remembered for next time, so repeat imports from the same spreadsheet line up on their own.

Before anything is written you see a full preview of the classes InstructorHUB read from your file. Scan it for stray rows, wrong days, or a class that should not be there. Nothing is created until you confirm, so treat the preview as the exact picture of what your timetable will become.

Names in your file are matched to staff in your studio. A recognized name links automatically. A name InstructorHUB does not know shows as a placeholder or unmatched, which you resolve to the right person. Tick Remember this match to save the spelling as an alias so the same name links itself next time, which is how minor differences in how a name is written still pay the right person.

When the preview and matches look right, choose Review and import. The confirm drawer shows a last summary, including how many names were matched and how many still need attention. Confirm to write the classes and assignments in one pass, and your timetable now reflects the file.

Once your import lands, InstructorHUB can generate hours from the new schedule straight away. For how the names you match are remembered across imports, see Tags, aliases and placeholders.