Time & Units Import

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Time can be imported into FlexiTime from external systems using a standard text file. This can be done under Tools > Import.

 

The file can be either a tab delimited text file (.txt) or a comma separated values file (.csv), and should have the column titles listed below in the first row.

When you attempt to import the file, any lines containing errors will be highlighted. Hovering the mouse over the line will display a pop-up describing the error(s).

Red Errors  - Lines may be highlighted red indicating that an error on the line is critical and will stop the data from being imported. If there are only a few errors you can click into the fields and update them from within the import screen. However, if you have a large number of errors it may be quicker to close out of the import, update your import file, and then re-import it.

Yellow Errors  - Some lines may be highlighted yellow. This means that the line will be imported into FlexiTime but some information on the line doesn't match any record in FlexiTime and so won't be loaded. You can either ignore these errors or fix them as you do with red lines.

Once you are happy the data is correct and there are no red errors, click 'Submit' to import the time entries.

 

Attached to the bottom of this article are templates you can use for your own Time or Units Import, or you can build your own. 

The columns which can be included in the file are as follows (fields in italics are mandatory): 

Column Title

Description

Employee

The employee display name. Must exactly match the display name used in FlexiTime.

Date

The date the time entry is for. Date format must be DD/MM/YYYY (this is the 'Short Date' format in Excel). If this column is not used, it will default to today's date.

Work

The Work the time should be applied to. Must exactly match the Work Title used in FlexiTime.

Category

The Work Category the time should be applied to, if applicable. Must exactly match the Category name used in FlexiTime.

Job Summary

The Job the time should be applied to, if applicable. Must exactly match the Job Summary used in FlexiTime.

Start Time

The time the time entry began. Must be in 24 hour clock format, e.g. 15:00 to represent 3pm.

Finish Time

- or -

Duration

Finish Time - The time the time entry ended. Must be in 24 hour clock format. If used, FlexiTime will automatically calculate the Duration of the time entry.

Duration - The total duration in minutes of the time entry, including any breaks. Must be whole numbers only, e.g. 485 to represent 8 hours and 5 minutes. If used, FlexiTime will automatically calculate the Finish Time of the time entry.

Break

The total duration in minutes of any unpaid breaks taken during the time entry. Must be in whole numbers only.

Description

 Any notes you may wish to add to the Description field on the time entry.

 

Additionally, there is a simpler format that can be used if you're not concerned with specific start/end times and breaks, only requiring the net duration or wanting to import non-time based entries for piecemeal pays. To perform the Units Import, simply change the Upload Type drop down to Time > Units Import.

 

The Units Import file can include the following columns (fields in italics are mandatory):

Column Title

Description

Employee

The employee display name. Must exactly match the display name used in FlexiTime.

Date

The date the entry is for. Date format must be DD/MM/YYYY (this is the 'Short Date' format in Excel). If this column is not used, it will default to today's date.

Work

The Work the units should be applied to. Must exactly match the Work Title used in FlexiTime.

Category

The Work Category the units should be applied to, if applicable. Must exactly match the Category name used in FlexiTime.

Job Summary

The Job the units should be applied to, if applicable. Must exactly match the Job Summary used in FlexiTime.

Quantity

The numeric quantity of units. If using the Units Import to import hours without start times, enter the total hours in decimal figures, e.g. 7.25 for 7 hours and 15 minutes.

Description

 Any notes you may wish to add to the Description field on the units entry.

 

 Please note: some versions of Safari are not compatible with the Import facility.

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