CSV Import for Employees, Locations, and Cost Codes

El siguiente artículo está también disponible en Español, en caso que usted lo prefiera: Importación CSV Para Empleados, Ubicaciones y Códigos de Costo

To speed up the setup of your ExakTime Connect account, you can import CSV (Comma-Separated Value) files that contain the information of your Employees, Locations, or Cost Codes that you will be tracking.

Any information contained with the CSV file will be imported and active by default. It is highly advised to remove any employee, location, or cost code that will not be tracked. Once the information has been imported, it cannot be deleted and can only be deactivated.

To access the Import page, you will go to Tools in the menu bar and click Import.

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Importing your CSV File

Your Excel spreadsheet should contain your Employees, Locations, or Cost Codes information and saved in the appropriate CSV file format.

You can use your own Excel spreadsheet or use our pre-made template attached to this article.

After you have filled in the import template or prepared your own spreadsheet, save your file to the "CSV (Comma delimited)" format.

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  1. Indicate the type of information that will be imported: Employee, Location, or Cost Code.
  2. If the first row of your CSV file has header/field names, check off the box for “First row contains field names”, this will cause that row to be ignored during the import process.
  3. Choose the CSV file to be imported.
  4. Click Next.

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  5. The following page is where you specify what information is contained within each column from a drop-down menu.
    • If a CSV import contains a date, specify the date format. 

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  6. When all columns have been properly labeled or skipped, proceed to the next page to begin the import process.

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Once the import process has begun, you can navigate to other areas of ExakTime Connect.

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If you have stayed at the “Import from CSV File” page, you will receive a message indicating what was successfully added, updated, and any errors.

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You will also receive an email with the results of the import if you had left the page or not.

Finish off the process by confirming that the necessary information was imported in the corresponding areas or continue

If you attempt to import more Employees than you have available licenses they will be imported, but marked as Inactive.


Updating Information

Any preexisting employee, location, or cost code can have its information updated with an import file if they meet the following requirements, if not then new employees, locations, or cost codes will be created.

Before trying to update the information for multiple employees, try updating just one employee to make sure that everything is formatted properly. In the event that the employee ID and name are different, it can result in creating an erroneous entry.

Employees:

  • Employee ID/Number
  • First Name
  • Middle Name
  • Last Name
  • Suffix 

Locations:

  • Location ID/Number
  • Location Name

Cost Code:

  • Cost Code ID/Number
  • Cost Code Name/Description

Error File

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For any imports that are not 100% successful, an error file will be generated for review.

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This error file will list all records that were not imported and the reason for the failure.


Import Restrictions

The types of data a user can import can be restricted by an administrator based on the ExakTime Connect role.

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Importable Fields

Employee:

  • Status
    • "Active" or "Inactive" can be used to set the Employee status.
    • 1 or 0 can be used to set the Employee status.
  • First Name (Required)
  • Middle Name
  • Last Name (Required)
  • Suffix
  • Employee ID
  • Hire Date
  • Policy Group
  • Category
  • ExakTime Mobile Security Role
  • PIN
  • Employee Group
  • ExakTime Connect Security Role (Required - Default Security Roles: Administrator, Employee, No Access)
  • Username (Required)
  • Email
  • Mobile Phone
  • Home Phone
  • Date of Birth
  • Language
  • Address 1
  • Address 2
  • City
  • State/Province
  • Zip/Postal Code
  • Comments
  • Hourly Wage
  • Employee Type
  • Custom Fields/User-Defined Fields*

Location:

  • Status
    • "Active" or "Inactive" can be used to set the Location status.
    • 1 or 0 can be used to set the Location status.
  • Name (Required)
  • Location ID
  • Address 1
  • Address 2
  • City
  • State/Province
  • Zip/Postal Code
  • Contact Name
  • Home Phone
  • Mobile Phone
  • Email
  • Category
  • Comments
  • Latitude
  • Longitude
  • Job Type
  • Custom Fields/User-Defined Fields*

Cost Code:

  • Status
    • "Active" or "Inactive" can be used to set the Cost Code status.
    • 1 or 0 can be used to set the Cost Code status.
  • Description (Required)
  • Cost Code ID
  • Color
  • French Translation
  • Spanish Translation
  • Category
  • Comments
  • Custom Fields/User-Defined Fields*

Note: If the security role or group entered does not exist, a new one will be created.

*Custom Fields are created by a user/administrator to include additional data not normally offered, besides the custom fields we include of Job and Employee Type. As custom fields are created by a user, the information that can be used can be limited.

Import History

When importing information via comma-separated value (CSV) file into the system, it may be important to confirm if the appropriate information has been imported, updated, or if any information resulted in any errors.

Permission

While Administrators will already have this feature enabled by default, any security group can be given permission to review the import history.

The "Import History" permission will be found amongst the other ExakTime Connect security permissions under the "Tools & Communication" section.

The available permissions for "Import History" are:

  • No Access
  • Access All
  • Employees
  • Locations
  • Cost Codes

For more information about ExakTime Connect security permissions, please refer to: ExakTime Connect Permissions And What They Do and/or How to Create and Assign a Security Role for ExakTime Connect

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The Import History Screen

The import history screen can be found by clicking Tools and clicking Import History.

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As Employees, Locations, and/or Cost Codes are imported with a CSV file, the import history will show you:

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  • Type: The type of entity to be imported
  • Last Updated: When the import was done
  • Complete: If the import has completed
  • Error: If there are were errors during the import
  • Inserts: How many new entities were created
  • Updates: How many existing entities were updated
  • Successes: How many successful inserts and updates there were
  • Failures: How many failures there were
  • Error File: If there were any errors, a document can be downloaded to show what could not be imported and why.

Use the date selector to review the import history from a specific date.

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Error File

If an error file was attached, you can click the paper icon to download and review the errors to see why an entity could not be imported. In our example below of an error file, a set of cost codes could not be imported due to having an invalid "Status" value.

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