SECTION X: IMPORTING INFORMATION
10.1. Available Fields
10.1.1. Importing Employee Information
This process is used to import the personal information for an employee(s), such as name, address, etc. The process is available in WebManager (File > Import >
Employee information).
The following 29 fields are available during this mapping process so your source file can include any or all of these fields (* required fields):
Employee Number* Home Phone Template Id Cell Phone First Name Birthdate Last Name Date Hired
Address1 Date Left
Address2 Gender (F or M)
City Classification State E-Mail
Zip Code Default Pay Rate Suspend Status (0 or 1) Default Job Code Export Code Photo file name Social Security Manager
Department Schedule Auto Copy Enable (0 or 1)
Badge Number Network Id Pin Number
Photo file name
When importing employee photos, you may specify the path and file name of the image for each record (each employee) in the file. Alternatively (and ideally), if you are using headers to identify each field, you can put the path of your images in the photo header and then include just the file name of the image for each record in the file. The header will look like this (include the brackets):
<PHOTOFILENAME[path goes here]>
10.1.2. Importing Employee Job Information
This process is used to import job code assignments/settings for each employee from another source. The process is available in WebManager (File > Import > Employee job information).
This import assigns existing job codes to the employee. In other words, if the import contains employee 1 and job code 1000 then it will assign job code 1000 to employee 1. Job code 1000 MUST exist in the Master Job Code List for this import to work! So you will need to import your job codes/add your job codes manually in the Master Job Code List before you proceed with this import.
The following 24 fields are available during this mapping process so your source file can include any/all of these fields (* required fields):
Employee Id* Active (0 or 1)
Job Code* Allow Time Sheet Entry (0 or 1)
Rate Override Master Accrual Caps (0 / 1)
Clockable (0 or 1) Override Master Accrual Resets (0 / 1)
Earns Overtime (0 or 1) Accrual Cap TypeAccrued) (Remaining or
Counts Toward Overtime (0 or 1) Accrual Cap Baseor Date) (Lifetime, HireDate,
Tracked Field 1 Entry Accrual Cap Hours Tracked Field 2 Entry Accrual Cap Date (mm/dd)
Tracked Field 3 Entry Accrual Reset Typeor Date) (None, HireDate, Force Overtime 1 (0 or 1) Accrual Reset Date (mm/dd)
Force Overtime 2 (0 or 1) Accrual Reset Amount Use Default Rate (0 or 1)
Is Default Job (0 or 1)
10.1.3. Importing Employee Hours
This process is used to import hours for each employee from another source. The process is available in WebManager (File > Import > Employee hours).
Hours can only be imported up to 56 days (8 weeks) from the start of the current week. You cannot import hours for weeks that have been closed.
The following 33 fields are available during this import mapping process so your source file can include any/all of these fields (* required fields):
Number* Missed In Punch (0 or 1)
Date In* Missed Out Punch (0 or 1)
Time In* Missed In Punch Approval (0 or 1)
Date Out Missed Out Punch Approval (0 or 1)
Time Out Clock In Variance Job Code Clock Out Variance Rate of Pay Force Overtime 1 (0 or 1)
Break Type (1 for break type 1, 2 for
break type 2, etc.) Force Overtime 2 (0 or 1)
Break Name (an alternative to the break
type field Disable Auto Deduct (0 or 1)
Tracked Field 1 Disable Segment Minimum (0 or 1)
Tracked Field 2 Manager Approval (0 or 1)
Is Time Sheet (0 or 1) Other Approval (0 or 1)
Time Sheet Minutes Employee Approval User Id Time Sheet Hours (an alternative to the
time sheet minutes field) Manager Approval User Id
Shift Note Other Approval User Id Shift Note (Importable)
Shift Note (Importable)
The Shift Note (Importable) field expands on the Shift Note field. The Shift Note field just imports the shift note showing #MPORT# as the user who created the note and using the date and time of the import as the date and time the note was created. The Shift Note (Importable) field allows you to include all of the information for the shift note: the date and time the shift note was created and the user who created it. It is mainly designed to import shift notes that were exported out of TimeClock Plus, but it may also be used to import shift notes from other applications. The format of the Shift Note (Importable) field is:
YYYYMMDDHHMM|USER NAME|SHIFT NOTE
The shift note “Called in and running behind” on 01/07/2010 at 1:30 PM, created by the user: ANDERSON - 201001071330|ANDERSON|Called in and running late.
The time should be in a military format and the user name needs to be a user that is in the User List.
10.1.4. Importing Employee Accruals
This process is used to import hours accrued and taken (by job code) for each employee from another source. The process is available in WebManager (File >
Import > Employee accruals).
The following 7 fields are available during this import mapping process so your source file can include any/all of these fields (* required fields):
Employee Id* Post Date*
Job Code* Manual Entry (0 or 1)
Hours Accrued Note
Hours Taken Clear Current Accruals (0 or 1)
Hours Over Limit
Clear Current Accruals
If you include a “Clear Current Accruals” flag of 1 for any of your records then the import will clear the accrual balance for the job code in that record and then import the hours accrued or taken in that record. For example, if the import contains an accrual of 8 hours for job code 1000 (Sick) and a “Clear Current Accruals” flag of 1 then the accruals for job code 1000 (before the import) will be wiped and then the 8 hours will be imported.
10.1.5. Importing Raise History
This process is used to import raises to the rate of pay for each employee from another source. The process is available in WebManager (File > Import > Employee raise history).
The following 7 fields are available during this mapping process so your source file can include any or all of these fields (* required fields):
Number* New Rate*
Job Code* Comment Raise Date* User Id Old Rate
10.1.6. Importing Employee Punches
This process is used to import punches for each employee from another source. The process is available in WebManager (File > Import > Employee punches).
Punches can only be imported up to 56 days (8 weeks) from the start of the current week. You cannot import hours for weeks that have been closed.
The following 14 fields are available during this import mapping process so your source file can include any/all of these fields (* required fields):
Employee Id* Tracked Field 1 (out) Transaction Date* Tracked Field 2 (out) Transaction Time* Tracked Field 3 (out) Operation Code* (see below) Tracked Field 1 (in) Job Code Tracked Field 2 (in) Rate Tracked Field 3 (in) Break Type (1 for break type 1, 2 for
break type 2, etc.)
Shift Note
Operation Codes include:
I for an In punch
O for an Out punch
B for a Break
10.1.7. Importing Master Job Code List
This process is used to import job codes in the Master Job Code List. The process is available in WebManager (File > Import > Master job code list).
The following 72 fields are available during this mapping process so your source file can include any/all of these fields (* required fields):
Job Code Number* Paid Minutes 3 Template Job Code Number Paid Minutes 4 Active (0 or 1) Paid Limit 1 Leave Code Flag Paid Limit 2 Description Paid Limit 3 Default Rate Paid Limit 4 Clockable (0 or 1) Auto Out Hours Earns Overtime (0 or 1) Auto Out Minutes
Counts Toward Overtime (0 or 1) Override Rounding and Minimums 1(0 or 1)
Force Overtime 1 Override Rounding and Minimums 2(0 or 1)
Force Overtime 2 Override Rounding and Minimums 3(0 or 1)
Auto Transfer From Schedule Override Rounding and Minimums 4(0 or 1) Allow for Client Time Sheet Entry Enforce Minimum Flag 1 (0 or 1)
Tracked Field Entry 1 Enforce Minimum Flag 2 (0 or 1)
Tracked Field Entry 2 Enforce Minimum Flag 3 (0 or 1)
Tracked Field Entry 3 Enforce Minimum Flag 4 (0 or 1)
Ask Cost Code Flag (0 or 1) - Job
Costing module required Break Minimum 1
Job Code Group Break Minimum 2 Accrual Cap Type (None, Remaining, or
Accrued) Break Minimum 3
Accrual Cap Base (Lifetime, HireDate, or
Date) Break Minimum 4
Accrual Cap Hours Round Breaks Flag 1 (0 or 1)
Accrual Cap Date (MM/DD) Round Breaks Flag 2 (0 or 1)
Accrual Reset Type (None, HireDate, or
Date) Round Breaks Flag 3 (0 or 1)
Accrual Reset Date Round Breaks Flag 4 (0 or 1)
Accrual Reset Amount Round to Minutes 1 Auto Deduct Minutes 1 Round to Minutes 2 Auto Deduct Minutes 2 Round to Minutes 3 Auto Deduct Minutes 3 Round to Minutes 4 Auto Deduct Hours 1 1st Round At Minutes 1
Auto Deduct Hours 2 1st Round At Minutes 2
Auto Deduct Hours 3 1st Round At Minutes 3
Paid Flag 1 (0 or 1) 1st Round At Minutes 4
Paid Flag 2 (0 or 1) 2nd Round At Minutes 1
Paid Flag 3 (0 or 1) 2nd Round At Minutes 2
Paid Minutes 1 2nd Round At Minutes 4 Paid Minutes 2 Segment Minimum
Notice that many of the fields above have 1-4 (e.g., Paid Flag 1, Paid Flag 2, etc.). There are four because each number represents one of the four break types.* The statement above does not apply to the Tracked Fields, Auto Deduct Hours, or Auto Deduct Minutes.
For example, Break Minimum 1 is the minimum break length for the first break type, Break Minimum 2 is the minimum break length for the second break type (if you created a second break type), etc.
At first glance, many of these fields may be difficult to decipher. Most of them are job code settings that will rarely be used unless you are importing a list of job codes that was exported out of TimeClock Plus from another database.
10.1.8. Importing Users
This process is used to import users (managers) in the User List. The process is available in WebManager (File > Import > Users).
The following 20 fields are available during this mapping process so your source file can include any/all of these fields (* required fields):
Template User Id Global Export Configurations (0 or 1)
User Id* Password Expiration Days User Name Role Id
Employee Id Role Name
Active (0 or 1) Auto Log Off Seconds All Employee Access (0 or 1) External User Id All Job Code Access (0 or 1) Access Password Network Id RDT Override Password E-Mail RDT Edit Hours Password Global Report Configurations (0 or 1) On-Screen Override Password
10.1.9. Importing Labor Cost Sales
This process is used to import labor cost sales. It is available in WebManager (File >
Import > Labor cost sales).
The following 28 fields are available during this mapping process so your source file can include any/all of these fields (* required fields):
Date* Hour from 10:00 AM to 10:59 AM Time Hour from 11:00 AM to 11:59 AM Day Sales Hour from 12:00 PM to 12:59 PM Hour Sales Hour from 01:00 PM to 01:59 PM Hour from 12:00 AM to 12:59 AM Hour from 02:00 PM to 02:59 PM Hour from 01:00 AM to 01:59 AM Hour from 03:00 PM to 03:59 PM Hour from 02:00 AM to 02:59 AM Hour from 04:00 PM to 04:59 PM
Hour from 03:00 AM to 03:59 AM Hour from 05:00 PM to 05:59 PM Hour from 04:00 AM to 04:59 AM Hour from 06:00 PM to 06:59 PM Hour from 05:00 AM to 05:59 AM Hour from 07:00 PM to 07:59 PM Hour from 06:00 AM to 06:59 AM Hour from 08:00 PM to 08:59 PM Hour from 07:00 AM to 07:59 AM Hour from 09:00 PM to 09:59 PM Hour from 08:00 AM to 08:59 AM Hour from 10:00 PM to 10:59 PM Hour from 09:00 AM to 09:59 AM Hour from 11:00 PM to 11:59 PM