Complete Guide to SyncLinx

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SyncLinx is an application that we bundle with AccountLinx that will allow you to copy certain information from your compatible payroll application directly into our system. Depending on your payroll application, we can import your employees, locations (jobs, job sites, etc.), and cost codes (activities) to make it easier to get started with ExakTime Connect and/or import multiple items for easier data-entry.

Before you can use SyncLinx, it must first be set up to communicate with your payroll application. If you need assistance with setting up SyncLinx, you can request assistance with the link at the top of the page.

Understanding the Menu

After SyncLinx has been set up, it will generally present with three buttons in the top left to get a list of your employees, locations, and/or cost codes from your payroll application.

To the far right will be a search bar that will highlight the entities that fit your search (this does not filter out the list; simply highlight the text.)

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The main portion of SyncLinx will contain:

  • (Application Name) Employees/Locations/Cost Codes: Entities from your payroll application that we have not imported or ignored yet based on their name/ID combination.
  • Already in TimeSummit/ExakTime: Entities that exist in ExakTime Connect that match with entities in your payroll application based on their name/ID combination.
  • Ignored in Import: Entities that have been ignored and will not be an option to import into ExakTime (e.g. old locations or locations that will not be used with our system)
  • Exist in TimeSummit/ExakTime but not Matched (Deactivate): Entities that exist in ExakTime Connect and not match with any entities in your payroll application based on their name/ID combination.
  • Begin Import and Cancel buttons.

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Importing/Ignoring an Entity

When importing or ignoring an entity, we will copy the necessary information for our ExakTime system such as the name and/or ID. We may not import all the information offered by the payroll application because we either do not have an equivalent field or we do not need the information for our system to function. 

  • Click Get Employees/Locations/Cost Codes to present the information from your payroll application. 

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  • At the top of the list will be entities that not yet been imported or ignored. Towards the right of any entities will be two buttons, import and ignore. Click the option that you want to perform, Import or Ignore. If you do not want to do either, you can skip the entity and come back later.
    • Depending on the number of entities, it may be best to import or ignore what you need first, then doing the other function. It's much easier to import the locations you need first, then ignoring the rest in a separate import or vice-versa.

    SyncLinx_-_Import_Locations.png

  • Click Begin Import.
    • Any entity that was imported will appear in the window to the middle-left under "Already in TimeSummit/ExakTime."
    • Any entity that was ignored will appear in the window to the middle-right under "Ignored in Import."
    • Any entity that was not imported or ignored will stay in the window to the top under "(Application Name) Employees/Locations/Cost Codes."

    SyncLinx_-_Begin_Import.png

  • After the import has completed, you can see the imported entity on the appropriate pages of ExakTime Connect.

Updating an Entity

If you changed the address for an already imported location or employee in your payroll application, you can update the information for the ExakTime Connect equivalent. The middle-left window of SyncLinx for "Already in TimeSummit/ExakTime" will show entities that we believe match between ExakTime Connect and your payroll application based on the name/ID combination.

  • To the right of the entities will be a checkbox to update. Check this box off.

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  • Click Begin Import to update its information. 

    SyncLinx_-_Begin_Import.png

Importing a Previously Ignored Entity

When an entity is ignored instead of imported, it will appear in the middle-right "Ignored in Import" window. Any ignored location will have the option to import again to the right of the entity's name.

  • Click the checkbox under the column "Add to Import".

    SyncLinx_-_Ignored_List.png

  • When ready, click Begin Import.

    SyncLinx_-_Begin_Import.png

  • After a moment, the entity will appear at the top window for you to import or ignore again.

Entities that Exist in ExakTime Connect Only

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At the bottom of SyncLinx is a section reserved for entities that exist in ExakTime Connect, but we cannot match them with anything in your payroll application.

This can be due to either:

  • The entity was deactivated/removed in the payroll application and SyncLinx cannot locate it.
  • The entity was manually entered into ExakTime Connect and does not exist in your payroll application.
  • The entity has a different name on both sides of your payroll application and SyncLinx.

Depending on the situation, you will want to: 

  • If the entity should not be available in ExakTime Connect any longer, you can deactivate the entity by using the checkbox on the far right and click Begin Import.
    • Please Note: If you only have one ExakTime Connect administrator, you should NOT deactivate the employee entry in SyncLinx as it will remove access to ExakTime Connect.
  • If the entity was manually entered into ExakTime Connect and there is no matching entity in your payroll application, then it would depend on your situation. If that is intentional, then nothing would need to be done. If this was not intentional and the entity should not be available, then you can deactivate it with the steps above.
    • Please Note: If you only have one ExakTime Connect administrator, you should NOT deactivate the employee entry in SyncLinx as it will remove access to ExakTime Connect.
  • If the entity has a different name/ID on both sides, then you will want to update the name on one of the sides so they both match.

Changing the Name of an Existing Entity

SyncLinx determines if an entity already exists in ExakTime Connect based on the name/ID combination.

If you need to update the name of the entity, it is best to update the name in ExakTime Connect so it best matches the entity in your payroll application.

For example, let's say we imported the employee "Daniel Smithe" into ExakTime Connect, then realize that the name was wrong. If you update the name in your payroll application to something else such as Daniel Smith and open SyncLinx, it will see it as a new employee and make it available for import. If imported, this may cause confusion as the original employee entry may already be in use and have time data associated in addition to the newly created duplicate.

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