Help Articles/Dashboard/Publisher

Scheduling in Bulk and .csv Files

Amanda S
posted this on July 13, 2012 12:19

Scheduling in bulk means scheduling multiple messages at one time. Up to 350 message can be scheduled in total. This includes already scheduled content. 

Messages require special formatting before they can be scheduled in bulk. A common separated values (.csv) file must be created to upload content to the dashboard. This file can be created using Excel, Google Docs, TextEdit or TextWrangler. 

 Scheduling in Bulk

Scheduling in bulk is an easy way to schedule up to 350 messages at one time.

IMPORTANT: 350 messages is the maximum amount of messages that can be scheduled. This includes already scheduled content. Have 30 messages already scheduled? Then only 320 new messages can be bulk scheduled.

Before you can begin scheduling in bulk, you must have a .csv file of your messages already created. For assistance, use one of the articles below.

tip.pngTip: Remember to keep a copy of your bulk scheduled messages.

To schedule in bulk

  1. Click the paper airplane (Publisher) icon on the left-aligned launch menu.
    publisher_icon_320.png
  2. Click Schedule in Bulk.
    schedule_in_bulk_320.png
  3. Upload bulk schedule
  1. Click Choose File, locate bulk schedule file, and then click Open.
  2. Click to select a date format. It must be the same format used to create the .csv file.
  3. Click to select social profile(s) to publish messages, and then click Submit.
    bulk_schedule_updates_402.png

 Managing .csv Files

 Creating a .csv File using Excel

A .csv file is used to schedule messages in bulk. Following the provided format will help ensure scheduling is successful.

Note: The .csv file in this example uses dd/mm/yyyy hh:mm.

To create a .csv file using Excel

  1. Open Excel. 
  2. Create .csv file
  1. Type date and time under column A in accepted format:
  • dd/mm/yyyy hh:mm or mm/dd/yyyy hh:mm. Select one date and time format to use exclusively.
  • One space between date and time.
  • All times must be at least 10 minutes from upload time.
  • Posting times must end in 5 or 0. All other times will be rounded up to the next five minute slot.
  • Only one message per time slot.
  1. Type message under column B. Duplicate messages will not publish.
  2. Optional: Type or paste URL under column C. 
    excel_csv_419x98.png
  1. Click File in the upper-left corner of the Excel toolbar, and then select Save As.
    excel_csv_save_as_419x246.png
  2. Save .csv file
  1. Type file name. 
  2. Click to select save location. 
  3. Click to select Comma Separated Values.
  4. Click Save.
    excel_csv_saving_624x314.png
  1. Click Continue.
    excel_csv_saved_419x185.png 

Alternatively, click Cancel to stop this process. 

 Creating a .csv File using Google Docs Spreadsheet

A .csv file is used to schedule messages in bulk. Following the provided format will help ensure scheduling is successful.

Note: The .csv file in this example uses dd/mm/yyyy hh:mm.

To create a .csv file using Google Docs spreadsheet

  1. Sign in to Google, click Apps icon in the upper-right corner, and then select Drive.
    gdoc_csv_drive_414x314.png 
  2. Click Create from the left-aligned navigation menu, and then select Spreadsheet.
    gdoc_csv_create_414x305.png
  3. Create .csv file
  1. Type date and time under column A in accepted format:
  • dd/mm/yyyy hh:mm or mm/dd/yyyy hh:mm. Select one date and time format to use exclusively.
  • One space between date and time.
  • All times must be at least 10 minutes from upload time.
  • Posting times must end in 5 or 0. All other times will be rounded up to the next five minute slot.
  • Only one message per time slot.
  1. Type message under column B. Duplicate messages will not publish.
  2. Optional: Type or paste URL under column C. 
    gdoc_csv_454x138.png 
  1.  Click File in the upper-left corner, and then select Rename
    gdoc_csv_rename_414x174.png
  2. Type file name, and then click OK.
    gdoc_csv_name_414x204.png

Alternatively, click Cancel to stop this process.  

  1. Click File, select Download as, and then select Comma Separated Values.
    gdoc_csv_download_533x414.png

 Creating a .csv File using TextEdit

Note: Only TextEdit 1.7 and greater can be used to create a .csv file compatible with HootSuite.

A .csv file is used to schedule in bulk. Following the provided format will help ensure scheduling is successful.

Note: This .csv example uses dd/mm/yyyy as the date format. 

IMPORTANT: TextEdit must be set to plain text. 

To set TextEdit to plain text

  1. Open TextEdit. 
  2. Click TextEdit in the upper-left corner of the TextEdit toolbar, and then select Preferences.
    textedit_pref_320x232.png
  3. Click Plain text to enable, and then click X in upper-left corner to close Preferences.  
    textedit_csv_plain_459x170.png
  4. Close TextEdit.

To create a .csv file using TextEdit

  1. Open TextEdit.
  2. Create .csv file
  1. Type date and time in accepted format, ending with a comma:
  • dd/mm/yyyy hh:mm or mm/dd/yyyy hh:mm. Select one date and time format to use exclusively.
  • One space between date and time.
  • All times must be at least 10 minutes from upload time.
  • Posting times must end in 5 or 0. All other times will be rounded up to the next five minute slot.
  • Only one message per time slot.
  1. Type message, ending with a comma only if adding a URL. Duplicate messages will not publish.
  2. Optional: Type or paste URL. 
    textedit_csv_540x98.png
  1. Click File in the upper-left corner of the TextEdit toolbar, and then select Save.
    textedit_csv_save_430x166.png
  2. Save .csv file
  1. Type file name.
  2. Click to select save location.
  3. Click Save.
    textedit_saving_430x200.png
  1. Update file extension
  1. Locate saved file, click to highlight file, and then press ENTER.
  2. Type .csv at end of the file name, and then press ENTER.
    textedit_csv_extension_536x149.png
  1. Click Use .csv.
    textedit_csv_extension_430x169.png

 Creating a .csv File using TextWrangler

TextWrangler is a free HTML and text editor for Macs running OS X 10.6 or later. It provides the formatting required to create a .csv file.

A .csv file is used to schedule in bulk. Following the provided format will help ensure scheduling is successful.

Note: The .csv file in this example uses dd/mm/yyyy hh:mm.

To create a .csv file using TextWrangler

  1. Open TextWrangler.
  2. Create a .csv file
  1. Type date and time in accepted format, ending with a comma:
  • dd/mm/yyyy hh:mm or mm/dd/yyyy hh:mm. Select one date and time format to use exclusively.
  • One space between date and time.
  • All times must be at least 10 minutes from upload time.
  • Posting times must end in 5 or 0. All other times will be rounded up to the next five minute slot.
  • Only one message per time slot.
  1. Type message, ending with a comma only if adding a URL. Duplicate messages will not publish.
  2. Optional: Type or paste URL. 
    tx_csv_474x84.png 
  1. Click File in the upper-left corner of the TextWrangler toolbar, and then select Save As.
    tx_csv_save_474x353.png 
  2. Save .csv file
  1. Type file name. 
  2. Click to select save location. 
  3. Click Save.
    tx_csv_saving_474x274.png 
  1. Update file extension
  1. Locate saved file, click to highlight file, and then press ENTER.
  2. Type .csv at end of the file name, and then press ENTER.
    tw_csv_extension_536x149.png 
  1. Click Use .csv.
    tw_csv_extension_430x169.png 

 Importing a Google .csv File into a Google Calendar

Messages that have been scheduled and then exported into a Google comma separate values (.csv) file from the HootSuite dashboard can be imported into a Google calendar.

Note: Each .csv file must have a unique file name. Google calendar will not import files with the same name. 

To import a Google .csv file into a Google calendar

  1. Sign in to Google, click Apps icon in the upper-right corner, and then select Calendar.
    gdoc_cal_414x314.png
  2. Click arrowhead icon beside Other calendars in the left-algined navigation menu, and then select Import calendar.
    gdoc_cal_import_414x218.png
  3. Import Google .csv  
  1. Click Choose file, locate and select Google Docs Spreadsheet .csv file, and then click Open.
  2. Click to select calendar (if applicable).
  3. Click Import
    gdoc_import_save_2_451x222.png

Alternatively, click Cancel to stop this process.

  1. Click Close.
    confirm_import_google_calendar_496.png 

Note: Duplicate rows of data will not import, and can result in events not importing to a calendar. This will not affect how entries are displayed in a Google calendar. Learn more

 
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