How to Import Multiple Employees into ExakTime

In the event that you need to import multiple employees, either due to a hiring spree or the initial setup of your account, you can import your employees with a CSV (comma-separated values) file. 

 Adding Employees Individually

If you only need to add a few employees, then you can add them individually instead of through a CSV file. For more information on this process, you can refer to the following article.

Creating your CSV File

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You can create your own CSV file with the necessary information or fill in the provided employee template XLS file below.

XLS Employee Template

Tips

  • It is highly advised to remove any employee that should not be entered into the system. Once the employees have been imported, they cannot be deleted and can only be deactivated.
  • Because you are unable to delete employees after they have been added, it can help to only import 1-2 employees to make sure your CSV file was properly created. It is easier to adjust 1-2 employees you tested importing instead of trying to fix 50+ employees.
  • Any employees contained with the CSV file will be imported and active by default unless the status has been specified in the CSV file.
  • As a CSV file uses a comma to separate different values/data, be mindful of entering commas in the middle of values/data as it can skew other columns.
  • When importing an employee, it will look at the employee ID and name (first, last, middle) to determine if a new employee should be created or to update an existing employee.
    • If the employee ID and name (first, last, middle) combination does match an existing employee, it will update the existing employee's information. 
    • If the employee ID and name (first, last, middle) combination does not match an existing employee, it will create a new employee entry.
  • When adding an employee for ExakTime Connect access, you must also provide the following:
    • ExakTime Connect Security Role - Determines what they can do within ExakTime Connect. Default security roles are Administrator, Employee, and No Access.
    • Username - Used by the employee to sign in to ExakTime Connect.
      • The username must be unique within the Arcoro system.
      • If you are using other Arcoro modules, the username for the employee should match the username they already have in the other Arocro modules.
      • Typically, we recommend using the employee's email as the username.
    • Email - Used to verify the employee's email and help create their password.
Available Fields
  • 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*
    • Default Security Roles: Administrator, Supervisor, Employee, No Access
  • PIN
  • Employee Group
  • ExakTime Connect Security Role*
    • Default Security Roles: Administrator, Employee, No Access
  • Username
    • The username must be unique within the Arcoro system
  • 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**

*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 in ExakTime Connect, besides the custom fields we include of Employee Type. As custom fields are created by a user, the information that can be used can be limited.

Importing The CSV File

  • Go to Tools and click Import.

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  • Select the appropriate options and provide your CSV file. Click Next when finished.

    ETC_-_CSV_Import_-_Employee_-_09.png 

    • Select Employees for the data type to import.
    • Use the "First row contains field names" toggle if your CSV file includes a header row.
    • Click Browse Files and select your CSV file.
  • Use the drop-down menus to specify what data type a column contains and select the date format, if applicable. When finished, click Import.

    ETC_-_CSV_Import_-_Employee_-_10.png

  • The final step will indicate the status and success of the import.

    ETC_-_CSV_Import_-_Employee_-_11.png

    • If the import was unsuccessful and you stay on this import status page, you will have a button to download an error file indicating what data could not be imported and why.

      ETC_-_CSV_Import_-_Employee_-_12.png

    • After the import has been completed, you will receive an email notification with the result of the import. If the file was not successful, you will receive a link to download an error file for what data could not be imported and why.

      ETC_-_CSV_Import_-_Employee_-_07.png

    • You can navigate to other pages of ExakTime Connect while the import is done in the background.

 Excerpt From An Article

This article is adapted from a comprehensive article: CSV Import for Employees, Locations, and Cost Codes

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