As some of our clients prefer to use alternate systems to collect their employee work times we have included the facility to import,

This article contains the following items;

File Structure

The file will need to be

  1. A comma-separated CSV file, using the Windows CRLF file format.
  2. Remember to include the column headings in your file.

Please see below for the list of fields required for the import process.

  • Employee Id - Required 
    Use the Id from your current system to identify the employees. 
    These Ids will need to be added to the Custom ID field on the Employee Details > Personal screen.
  • Department Id
    Allows you to specify the department in which the timesheet needs to be linked to. For details on how to create the links for this field please refer to the Setting Department and Leave Type Linkages - Departments section of this guide.
This field is optional and if it is left blank the system will use the the employee's default department.
  • Timesheet Type
    This can be set to either of the following
    1. "T" for timesheets
    2. "L" for leave entries
If this value is blank the system will assume that you intend to add a timesheet.
  • Leave Id
    This allows you to specify custom text for your leave types and import them using linkages assigned within the system. For details on how to create the links for this field please refer to the Setting Department and Leave Type Linkages - Leave section of this guide. 
Only needed if the Timesheet type is set to "L", otherwise this can be ignored.
  • Start Time - Required
    The commencement time for the daily timesheet, recorded in 24 hour time (examples 09:00, 17:00).
  • End Time - Required
    The finish time for the daily timesheet, recorded in 24 hour time (examples 09:00, 17:00).
  • Break
    Set the total break length for the timesheet in minutes
If this value is not set the system will assume that the break length is 0 minutes.
  • Date - Required 
    Ensure that the date format uses "dd/mm/yyyy" (For example 20/03/2022)


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File Format Examples

The following example is a simple timesheet record that uses the default department detail set within the system.

abc001,,,,09:00,17:00,30,01/01/2022

The following example is a basic Leave timesheet defined as Annual Leave

abc001,,L,AL,09:00,17:00,30,01/01/2022

The following example shows 2 employees that are rostered on from 9 am - 5 pm with a 30 min break, notice that their departments have been specifically defined to Admin and Dispense

abc001,Admin,T,,09:00,17:00,30,01/01/2022
abc001,Admin,T,,09:00,17:00,30,02/01/2022
abc002,Dispense,T,,09:00,17:00,30,01/01/2022
abc002,Dispense,T,,09:00,17:00,30,02/01/2022


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Setting Department and Leave Type Linkages

In order to use specific departments and leave types within the export, you will first need to define the links in the system. 

Departments

The department detail is stored within the location set up in the system. To access this follow the steps below.


Each department will have a Custom Id field of which you can define the text for the department,

PLEASE NOTE: The department custom codes will need to be unique for each department to work correctly.

Leave

The Leave setup detail is stored within the additional setup screen within the system. To access this follow the steps below.

Once opened you can enter the code that you wish to use for that leave type into the Custom Id field.

PLEASE NOTE: The custom leave type codes will need to be unique for each department to work correctly.


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Importing The Records Into ClockOn 

Once you have completed the setup and created the file you are ready to import it into the system. To do this open the Timesheets screen.


Next select the Actions option, and then click Import.


You will then be taken to the Import Timesheets screen, from here you can choose whether you are wanting to import the timesheets as

  1. Timesheets
    Imports the times as completed records with roster and actual times already allocated and ready for payroll.

  2. Rosters
    Imports the times as roster-only timesheets without the actual clock times assigned, this is useful if you are wanting to capture employee times using T&A options such as ClockOn GO.

The next step is to select the CSV file to use in the upload, to do this click the Select File button and choose your file.


INFO: If you are still unsure regarding the format to use for the export, you can use the Download sample file here link on this screen to give you a better understanding of the file layout.


Once the file has been selected the import will be attempted, if successful you will see a note on the screen to indicate how many timesheets were included and that they have been added to the system.


If this process failed, then items to check would include

  1. Check that your file structure is correct.
  2. If you are using a MAC or Linux-based system try to build the import from a Windows-based system instead as the file is required to be in the Windows CRLF file format.
  3. Verify the links set up previously such as the employee custom Id, the department custom Id, and the Leave type custom ids.
  4. Try limiting the amount of data that you are importing at a time, as this may assist with finding the cause of the issue.


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