ClockOn provides a Timesheet Import function that allows you to import your raw shift and actual times for use within the system.
The file will need to be
- A comma-separated TXT or CSV file, using the Windows CRLF file format.
- Contain no additional text, for example, no column headings.
Please see below for the list of fields required for the import process.
Location Id
- This is the unique identifier for the location within the database that you are importing the times too
- This is a set field per location, please contact ClockOn for assistance with identifying this value.
Date
- The start date for the timesheet, as expressed as dd/mm/yyyy.
Employee Id
- The unique Id for the employee, as listed within the ClockOn database.
Rostered Start Time
- The expected start time for the shift, as expressed as hh:mm:ss.
Rostered End Time
- The expected end time for the shift, as expressed as hh:mm:ss.
Rostered Break Length
- The expected break length, as expressed in minutes, if this is not applicable then use 0.
Actual Start Time
- The worked start time as expressed as hh:mm:ss.
Actual End Time
- The worked end time as expressed as hh:mm:ss.
Actual Break Time
- The worked break length, as expressed in minutes, if this is not applicable then use 0.
Department Name (Optional)
- The department to which the costings will be allocated within ClockOn. This is imported using the department's name.
- This is optional and if it is not specified the system will use the employee's default pay department.
- If a department is specified but doesn't exist within the system a new department with that name will be created for the timesheet.
Leave Type (Optional)
- Allows a shift to be allocated to a leave category ie Public Holiday, Statutory Annual Leave, etc
- This is expressed using an Id matching system and will require a ClockOn team member to provide the listing.
Role Name (Optional)
- The role to which the timesheets will be set to within ClockOn. This is imported using the role's name as defined.
- This is optional and if it is not specified the system will use set the timesheet's role to "Unassigned".
- In the event that the role name doesn't match that within the system the timesheet role will be set to "Unassigned".
- You can use the employee's default role, as set in their Employee Details profile by setting this to the text "none".
- If a role name is defined, or the text "none" is used, then the Department Name field will be ignored and the role's linked department will be assigned to the timesheet instead.
Examples
Below is an example of a file with a 2 simple 9 am to 5 pm timesheet with a 30-minute break for the same employee (Id 90) defaulting to the employee's default department, as set in ClockOn.
1,1/01/2017,90,09:00:00,17:00:00,30,09:00:00,17:00:00,30,,,
1,2/01/2017,90,09:00:00,17:00:00,30,09:00:00,17:00:00,30,,,
Below is an example of the same file but with the department costings set to be allocated to the "Back Office" department.
1,1/01/2017,90,09:00:00,17:00:00,30,09:00:00,17:00:00,30,Back Office,,
1,2/01/2017,90,09:00:00,17:00:00,30,09:00:00,17:00:00,30,Back Office,,
Below is an example of the same file but with the department costing allocated to the "Back Office" department but with the timesheet paid as annual leave.
1,1/01/2017,90,09:00:00,17:00:00,30,09:00:00,17:00:00,30,Back Office,1,
1,2/01/2017,90,09:00:00,17:00:00,30,09:00:00,17:00:00,30,Back Office,1,
Below is an example of a file with a role allocated to the "Office Assistant".
1,1/01/2017,90,09:00:00,17:00:00,30,09:00:00,17:00:00,30,,,Office Assistant
1,2/01/2017,90,09:00:00,17:00:00,30,09:00:00,17:00:00,30,,,Office Assistant
Below is an example of a file where the import is to be used to provide a roster.
1,1/01/2017,90,09:00:00,17:00:00,30,,,30,,,
1,2/01/2017,90,09:00:00,17:00:00,30,,,30,,,
Once the file is ready, please contact support at [email protected] for assistance with checking and testing with the ClockOn system.