You can use the Assignment CSV to bulk import assignments to Runn. If your current resource allocation plan is recorded on a spreadsheet, you can easily use an AI agent to convert your plan to the required format in Runn's Assignment CSV file.
Example: Monthly Allocation by Capacity %
Here is an example of a resource plan with a monthly allocation by capacity % for each person on each project. For example, Alex is scheduled to spend 75% of his capacity on Project A in July 2026:
Assuming everyone works full-time - 8 hours a day as defined in their contracts.
In this article, we will explain how to convert the spreadsheet above into Runn's required format.
This is a generic example of how an AI Agent can convert a spreadsheet into the format required for Runn's CSV upload. You may need to adjust your prompt to suit your needs.
Data Preparation
Step 1: Ensure the Projects, People and Roles are added to Runn
People's email addresses must be added to their Person Details in Runn as a unique Person Identifier (this will not send them any notifications or give them access to Runn)
Step 2: Basic clean up of your original resource plan spreadsheet
Ensure people's email addresses are added to your resource plan spreadsheet file, so the AI Agent is able to match the Person Identifier during the conversion
Ensure the Project Names match those in Runn. Ideally, each project name should be unique for easy matching.
Ensure the Project Role Name is added in your spreadsheet for each person on each project. The Role Names should be the same as those set up in your Runn Account.
Step 3: Download Projects CSV to obtain Runn's Project IDs
Go to Settings > CSV > Projects > Download Existing Projects CSV
This will be useful later for the AI Agent to match the correct project when performing the conversion
Step 4: Download the Assignment CSV Template file
Go to Settings > CSV > Assignments > Download Template
This will be useful later for the AI Agent to perform the conversion
Upload the files and enter your prompt to the AI Agent
Upload the following files to the AI Agent:
Your resource plan spreadsheet
Runn's Assignment CSV Template
Project CSV (with Runn's Project IDs)
Enter the following prompt:
Convert the resource plan into a Runn-importable Assignments CSV. Follow the field rules in the Assignments CSV section here: https://help.runn.io/en/articles/9313462-data-format-and-requirements-for-csv-tool
Conversion rules:
Project Identifier: populate it with the Project ID that matches the same Project Name in the Project CSV file.
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Person Identifier: Use people's email addresses in the resource plan.
. Only convert people whose identifier I've given you — list any other person with non-zero allocations and ask for their identifier rather than inventing one.
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Role Name: Use the Role Name column in the resource plan.
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Minutes Per Day: 480 × (% ÷ 100), rounded to a whole number. 100% capacity = 480 minutes.
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Skip months that are 0 or blank — no assignment row for them.
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Merge consecutive months with the same % into a single row spanning the whole range, rather than one row per month.
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Start Date/End Date: YYYY-MM-DD, the first and last weekday of the range. Runn rejects assignment dates on weekends or public holidays — avoid weekends programmatically and flag any boundary date I should sanity-check against our holiday calendar.
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Billable: Y for all rows
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Non-Working Day: N for all rows
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Leave (ref) columns, phase columns, Note, and Workstream blank.
The AI Agent will be able to provide a file that meets Runn's requirements, and you can upload the file to Runn as is.