Hi guys, So we have a great new "capacity" view in our space boards. And we are supposed to be able to import existing capacity spreadsheets. When I try here is what I got : * only one user recognised. Most users are not recognised. I tried using name or email with same result. * no work item is recognised. I tried using key, url or summary but nothing did work. Was anyone able to import a spreadsheet ? Regards

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How to import a capacity spreadsheet ?

Sébastien RATEL - DEVOTEAM

Hi guys,

So we have a great new "capacity" view in our space boards. And we are supposed to be able to import existing capacity spreadsheets.

When I try here is what I got :

only one user recognised. Most users are not recognised. I tried using name or email with same result.
no work item is recognised. I tried using key, url or summary but nothing did work.

Was anyone able to import a spreadsheet ?

Regards

Accepted answers

Gabriela - LeanZero

Hi Sébastien,

Good to hear the users match now, and that fits what I saw on a test site today, where a user with no Jira access on the site wasn't matched even by his exact name.

For the epics, my test went the other way from yours: a bare epic key from the same space and the epic's summary both matched, while a story key, a browse URL and an epic from another space were refused with "Ensure they are epic or above work types and belong to this space." My first file failed completely with "We couldn't complete your request". It had one row per person per week, with the key and summary together in one cell. The one that worked had a Name column, a Work item column, then one column per week headed like "Week of 23 Nov 2026" with % values, and one row per person and epic. So the file may matter more than the keys. That layout is my own finding, as I couldn't find a format in the docs.

Does Error details give the same "Ensure they are epic or above work types and belong to this space" reason for every key? And could you share your column headers and first row?

All comments

Sarah Marenchino | Devoteam

Hi @Sébastien RATEL,

Interesting issue, especially since both user and work item matching seem to be failing.

A few questions to help narrow this down:

Work items: Are the items you're trying to match Epics (or higher-level work types), as currently supported by the Capacity view?
User matching: Have you noticed anything specific about the one user who is successfully recognized? For example, are they assigned to the same Jira space, team or organization as the other users?
Import behaviour: Does the importer suggest incorrect matches, or does it simply fail to find any candidates? And are there any useful details in the error messages?

Since this import relies on Rovo for interpreting and matching spreadsheet data, understanding how the matching fails could be more useful than experimenting with additional identifier formats.

I'd be interested in your findings, particularly if this turns out to be a limitation of the new Capacity importer.

Sébastien RATEL - DEVOTEAM

Hi @Sarah Marenchino | Devoteam ,

Thanks for your answer.

User are now matching, I was testing on a sandbox and users were not granted access to the sandbox. After granting access using user names did the trick.

Work items are Epics.

The importer does not suggest any issue, it just says it did not find the work items.

Sarah Marenchino | Devoteam

Hi @Sébastien RATEL,

Thanks for the update! Good to know the user matching issue was related to sandbox access.

Since your work items are already Epics, that rules out the hierarchy limitation.

I'd be interested in checking two things:

Manual selection: Can you find and add one of those same Epics manually through Add work in the Capacity view?
Epic scope: Are the Epics from the same Jira space as the Capacity view, or from other spaces on the site?

If manual selection works but the CSV importer cannot recognize the exact same Epic keys, that would point more towards an issue with Rovo's matching process than with Jira visibility or work type eligibility.

The official documentation confirms that Rovo handles the CSV matching, but doesn't specify how Epic identifiers are resolved.

That distinction would help us narrow down whether this is a configuration issue or something worth raising with Atlassian Support.

Sébastien RATEL - DEVOTEAM

@Sarah Marenchino | Devoteam

The answer to both questions is Yes : I can manually those same Epics and they are in the same Jira space as the capacity view.

The "official documentation" does not say anything about the csv file format. It just says "you can upload a capacity spreadsheet". I tried using the same format as the one in the demo video but without success.

Regards

Sarah Marenchino | Devoteam

Hi @Sébastien RATEL,

Thanks for confirming. Given everything you've tested, I agree this points more towards the importer's matching mechanism than a configuration issue.

And you're right about the documentation. Without a published CSV schema or clear matching requirements, it's difficult to distinguish an unsupported format from an actual defect.

I haven't found a documented limitation or known bug that explains this behaviour.

At this stage, I think the most useful next step would be to get Atlassian to clarify the expected input format and confirm whether Epic matching is working as intended.

I'd be interested in their findings, as this could affect anyone trying to adopt Capacity using existing planning data.

Gabriela - LeanZero

Hi Sébastien,

Good to hear the users match now, and that fits what I saw on a test site today, where a user with no Jira access on the site wasn't matched even by his exact name.

Does Error details give the same "Ensure they are epic or above work types and belong to this space" reason for every key? And could you share your column headers and first row?

Sébastien RATEL - DEVOTEAM

Hi @Gabriela - LeanZero ,

Thanks a lot for your answer.

I was able to upload a csv file after updating the format of the week in the csv file.

The csv format that did work :

Person	Epic	Week
		week of 26 Oct 2026	Week of 2 Nov 2026	Week of 9 Nov 2026

Sebastien RATEL		80%	80%	30%
	TEPMO-3	50%	40%	20%
	TEPMO-34	30%	40%	10%

The format that did not work :

Person	Epic	Week
		26/10/2026-1/11/2026	2/11/2026-8/11/2026	9/11/2026-15/11/2026

Sebastien RATEL		80%	80%	30%
	TEPMO-3	50%	40%	20%
	TEPMO-34	30%	40%	10%

Thanks everyone for your help

Sébastien RATEL - DEVOTEAM

Unfortunately I was only able to upload data for the first week, data for the next weeks is not present.

Strange thing is I can see TEPMO-3 and TEPMO-34 items for the first week, but I got a message saying "TEPMO-3, TEPMO-34 weren't found".

So system found an item for first week, but not for the next weeks…

Gabriela - LeanZero

Hey @Sébastien RATEL, sorry this one's still giving you trouble. I tried your exact layout on a test site today, blank person cells included, and all three weeks landed for both epics on each clean run, even with your dd/mm headers and a French-style CSV. So no confirmed fix from me yet.

Since you've uploaded more than once, it might help to know that a file identical to what's already in the plan fails completely, a removed person's old values come back on the next import, and 0% doesn't clear a cell.

For now you could upload a file with only the Week of 2 Nov and Week of 9 Nov columns and your name on each row, as my test left existing cells alone, or type the four cells by hand.

Could you share the full Error details line for TEPMO-3 and TEPMO-34, and tell me whether weeks 2 and 3 show at all with the time scale on Weekly, maybe as suggestions still waiting for Accept all?

Sébastien RATEL - DEVOTEAM

Hi @Gabriela - LeanZero ,

Uploading the file with only 2 Nov and 9 Nov weeks did the trick. I can now see data for these weeks.

I still got an error message but the data is loaded.

Here is the complete error message :

TEPMO-3, TEPMO-34 weren't found. Ensure they are epic or above work types and belong to this space.

I ran a new test with another space and it ran fine without any error.

I think I know why I had the error : I manually add some people and capacity then I removed the people and uploaded the csv file. Removing people does not remove the associated capacity so you need to manually clear the capacity for someone before uploading data for the same space for this people.

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