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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 or data entry of entities, 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 in 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.

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

Import History is an additional page that can be used to review the results of CSV imports. For more information about Import History, please refer to the following article.

Table of Contents


Granting Permission to Import

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

Navigating to Security Roles
  • Go to Manage and click Security Roles from the menu bar.

    ETC_-_Menu_-_Manage_-_Security_Roles_-_00.png

  • Click the ExakTime Connect tab.

    ETC_-_Security_Roles_-_Connect_-_Members_-_02.png

  • Select the existing ExakTime Connect role or click Add Security Role.

    Setting_Up_An_Employee_To_Review_Their_Time_On_ExakTime_Connect__360018971493__Security_Roles_-_ExakTime_Connect_-_Roles.png

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

ETC_-_Security_Roles_-_ExakTime_Connect_-_Import_-_00.png

The available permissions for "Import" are:

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

  Additional Information

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


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.

Navigating to CSV Imports

Go to Tools in the menu bar and click Import.

ETC_-_Menu_-_Tools_-_Import_-_00.png

  • Complete Step 1 by specifying what entities are being uploaded and the file to import.

    ETC_-_Import_-_Step_1_-_01.png

    1. Select 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, enable the option for “First row contains field names". This option will allow the system to ignore the first row when importing. 
    3. Click Browse Files and select the CSV file to be imported.
    4. Click Next.
  • Complete Step 2 by specifying what data is in a column.

    ETC_-_Import_-_Step_2_-_01.png

    1. Specify what data is contained in each column. Some fields may be automatically labeled, but you can specify the fields as needed.
      • If a CSV import contains a date, specify the date format.

        Date_Format_-_01.png

    2. When all columns have been properly labeled or skipped, proceed to the next page to begin the import process.
  • You will see a message like below when the import process has begun. You can navigate to other areas of ExakTime Connect.

    03_-_Importing.png

  • 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.

    04.Complete.png

  • You can finish off the process by confirming that the necessary information was imported into the corresponding areas or continue performing other actions in ExakTime.

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

    Email.png


Special Considerations

Imported Employees Exceed Licenses

If you attempt to import more Employees than you have available licenses the employees will be imported, but marked as Inactive in ExakTime. You will need to either deactivate other employees to free up employee licenses or acquire additional employee licenses through your account manager. 

Employee Security Role

When importing employees with an ExakTime Connect Security Role, the Administrator can only be assigned via import if the importer is also an administrator. If a non-administrator tries to import an employee with the administrator role will result in an import failure for that specific employee. Other employees contained in the same CSV file can still be successfully imported.  

Import_Restrictions_-_02.png

Location GEOFence Generation

When importing new locations with an address or adding an address for a location without an existing address will generate the GEOFence. If the GEOFence for a location has already been created, updating the address will not update the GEOFence. The GEOFence will only generate if a location does not already have a GEOFence. 


Updating Information

Any preexisting employee, location, or cost code can have its information updated with an import file if the name and ID are the exact same. If the name and ID are different in any way, then a new employee, location, or cost code will be created.

Before trying to update the information for multiple entities with a CSV import, try updating just one entity to make sure that everything is formatted properly. In the event that the entity ID and name are different, a duplicate can be created. 

The following information must match an entity that you are importing compared to the existing entity to update the information of the entity:

Employees

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

Locations

  • Location ID/Number
  • Location Name

Cost Codes

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

Import CSV Error File

If an import is not completely successful, an error file will be generated for review.

ETC_-_Import_-_Step_3_-_00.png

Downloading and opening the Error File will show data and list all records that were not imported and the reason for the failure.

CSV_Error.png

Some errors include, but are not limited to:

  • E1008:PIN must be between 4 and 10 numbers.
  • E1009:PIN is already in use.
  • S1000:A location with that description and id already exists
  • S1004:Location name is required.
  • CC1001:Cost Code Description and Activity Number must be unique.

Importable Fields

Note: If the security role, group, or category 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.

Employees
  • 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*
Locations
  • 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 Codes
  • 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*
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