The Team Timesheets Import feature helps users quickly update timesheet data for employees. Users create a CSV file based on the Timesheet Template they are using, fill in the appropriate data, and upload it into the Time and Attendance system. This saves time when there are many employees to update rather than access each Employee’s Timesheet page individually.

The Timesheet Import Process consists of the following steps:

• Create The CSV File.
• Fill In the CSV File
• Select the Timesheet Template to Import.
• Upload the Template.

Create The CSV File

The first step in the import process is to create the CSV file.

The following types of CSV Import files are supported:

• Punch Clock Time: These are for Timesheets where Employees clock in and out to track their time. Their Clock In versus Clock Out times are tracked and hours accounted for in their final pay tally.
  For Example: An Employee clocks in at 8:00 AM, registers a break for 10:00 AM, returns to work at 10:15 AM, and clocks out at 5 PM.
• Day Level Field: This tracks schedules where Employees enter in the total number of hours worked at the end of the day.
  For example: An Employee registers they spent 1 hour on Travel, 3 Hours working on Job 1, 1 Hour working on Job 2.

Depending on which of these Timesheets are being used determines the structure of the CSV file. All CSV files used for importing have the top row as the field names that will be used to determine the values being uploaded.

IMPORTANT NOTE: When creating the field names for CSV files, avoid using special characters such as ?, #, etc.

EMP ID

All CSV files require the equivalent field for EMP ID or Employee ID.

The EMP ID is a unique identifier for each employee. To retrieve the EMP ID for your employees:

1. Log into your Time and Attendance account.
2. Select Administration > Import.
3. Select Employee Profile Updates.
   
4. In the field Which fields do you want bulk update?, select Employee ID.
5. Select Download Template.
   
6. The downloaded CSV file will include the employee’s first name, last name, and Employee ID.
   

CSV Types

The structure of the CSV file determines the type of Timesheet Template to use. No matter what Timesheet Template is used, they will always require the EMP ID field.

Punch Clock Time CSV File

Punch Clock Time CSV Files always contain the following columns:

• Employee ID (described above).
• Operation
• Clock Time
• Break
• Comment

Operation

Operation is a requiredfield describing action the Employee is taking. The following actions are allowed:

• Clock In
• Clock Out
• Break
• Transfer
• Resume

Date Time

Date Time is a required field describing when the operation takes place. The format must be in the following structure, with the time set in 24 hour format as:

• mm/dd/yyyy hh:mm

For example:

• For July 10, 2020 10 AM, enter 7/10/2020 10:00
• For November 15, 2020 2:30 PM, enter 11/15/2020 14:30

Break

Breakfield stores the type of breaks that the Employee takes.

This field may be required or not required based on the Timesheet Template settings.

• If the Timesheet Template has the Breaks > Manually Capture Breaks set to Yes, then the Break field is Required.
• If Breaks > Manually Capture Breaks is set to No, then the Break field is Optional.

When entering breaks values, be consistent in your naming. Ultimately, the breaks entered here may be mapped to a previously set Break Type if they are included in the CSV file. The Break Types are set through the Administration > Breaks page.

For example: if using the value Meal Unpaid, keep it as Meal Unpaid, not MealUnpaid or Meal Not Paid. Use the same values to refer to the same item.

Comment

The Comment field adds an optional comment to the Timesheet entry. Typical comments are:

• Employee forgot to log in on time, but was present.
• Added Clock Out for this date.

The Comment entry should be short, one sentence of no greater than 255 characters.

These can be named however you prefer in your CSV file and will be mapped to the Time and Attendance fields later, but using the recommended file names will make things easier.

Day Level Field CSV File

Day Level Field CSV Files will differ depending on what fields are added to the Timesheet Template. The fields in the CSV file are determined by the Day Level Fields in the Timesheet Template being used.

The Employee ID field is always required (described above).

For example, the following Day Level Field has four fields, three of which are required:

The CSV spreadsheet would contain the following fields. Recall that it is recommended in the CSV file not to use special characters such as #, ?, &, etc.

• EMP ID
• Club Name
• Agreement Number
• Member Name
• Income Tax

Adjust your CSV fields names based on your Timesheet Template.

CSV Creation in Spreadsheet Applications

The instructions below cover how to create the CSV file in two popular spreadsheet programs: Microsoft Excel and Google Sheets. The instructions will be similar for other spreadsheet programs.

How to Create the CSV File in Excel

To create the CSV file in Microsoft Excel:

1. Start the Microsoft Excel program.
2. From the top menu bar, either select File > New, or File > New from Template, then select Blank Workbook, then select Create.
   
3. Add the field names to the Top Row depending on the type of CSV file being used. For example, for a Punch Clock Time CSV file, use the following fields:
   
   1. EMP ID
   2. Operation
   3. Clock Time
   4. Break
   5. Comment
4. Save the file by selecting File > Save, and set the File Format to Comma Separated Values .csv. Give it whatever file name you prefer.

How to Create the CSV File in Google Sheets

To create the CSV file in Google Sheets:

1. Create a new Google Sheet from a Blank Spreadsheet:
   
2. Add the field names to the top row depending on the type of CSV Import File to use. For example, for a Punch Clock Time CSV file, the following fields would be used:
   1. EMP ID
   2. Operation
   3. Clock Time
   4. Break
   5. Comment
3. To save the Google Sheet as a CSV file, select
   
4. When the CSV file has been completed, it can be exported by selecting File > Download > Comma-separated values, then setting the file name to save the file as.

Fill In the CSV File

Once the CSV file is created, it can be filled in with the data to be imported. The values for each field will depend on the fields as defined above. Each entry will occupy a separate row. For example, a typical day for a Punch Clock Employee that clocks in, takes a break, resumes work, and then clocks out would resemble this:

Upload the Template

When the CSV Import File is complete, it can be imported through the following process.

Select the Template

1. Log into your Time and Attendance account.
2. Select Team Timesheets from the left Navigation panel.
3. Select All Timesheets.
4. Select Import.
   
5. Select the template used for the Employees to import to from the drop down Please select the timesheet template.
6. Select from the What data are you trying to upload?. The following data is supported:
   1. Punch Clock Time: These are for Timesheets where Employees clock in and out to track their time. Their Clock In versus Clock Out times are tracked and hours are accounted for in their final pay tally.
      For example: An Employee clocks in at 8:00 AM, registers a break for 10:00 AM, returns to work at 10:15 AM, and clocks out at 5 PM.
   2. Day Level Fields: This tracks schedules where Employees enter in the total number of hours worked at the end of the day.
      For example: An Employee registers they spent 1 hour on Travel, 3 Hours working on Job 1, 1 Hour working on Job 2.
7. In the field Upload your file in .csv format, either drag and drop the file onto the window or click browse and select the file to upload.
   

Review CSV File

When the CSV file is uploaded, the next step is to review it. This matches the fields from the CSV file against the Time and Attendance fields. Use the following steps.

Import data to match system fields:

Next check to see whether data matches.

Once done you may save it as a template.

Mapping Process

1. From the Mapping Data window, select whether to use a previous mapping template, or to create a new one.
   1. If you have previously mapped your CSV fields to the Time and Attendance fields, then you will have a Mapping Template created. Select it from the Template drop down list and select Use Template.
      
   2. If you have not created a Mapping Template, then select Configure New Template.

2. The next step will be to match the CSV File Fields to the Time System Fields. The fields from the CSV file will be on the left, with the fields from the Time and Attendance on the right. Select the matching fields. This allows you to map fields that may be labeled differently from your CSV file to the Time and Attendance file.
   For Example: The CSV field may have been named Date Time, which maps to the Time and Attendance field Clock Time.
3. When finished, click Next.
4. The next window maps the definitions of the Operations and the Break fields. The fields on the right are the Time and Attendance values, with the fields on the left the values from the CSV file.
   For Example: In the CSV file, the Operation value was named ClockIn maps to Time and Attendance the Operation value named Clock In.
5. When finished, click Done.
   1. If this is a new mapping, you will be prompted to save the mapping as a new Mapping Template.
   2. If you want to save the mapping, enter the name and select Save.
   3. Otherwise, select Don’t save template.

The import will update the timesheet for the employees listed in the CSV file.

Verify the Import

To verify the import:

1. Select Team Timesheets from the left navigation panel.
2. Select the Employee to verify.
3. View the Timesheet for the employee, and the imported values will be displayed.