Import Timesheets

Purpose

The Import Timesheets feature allows administrators to manage employee working hours by importing attendance data from CSV or Excel files.

This method is useful when attendance records are maintained externally or when administrators need to make bulk updates to employee working hours. Instead of editing attendance records individually, administrators can update the data within a CSV or Excel file and import the revised file into the system.

When Import Timesheets from CSV/Excel Files is enabled, attendance data is generated from imported files rather than manual check-in/check-out activities or task-based timesheets.

Imported attendance records are used for:

• Working hour calculations

• Attendance management

• Attendance reporting

• Payroll-related attendance calculations

• Employee attendance history

Import

Prerequisites

Before importing timesheets:

1. Enable Import Timesheets from CSV/Excel Files in Timesheet Settings.

2. Prepare the attendance data using the system's import template.

3. Ensure employee IDs are correctly entered in the import file.

Step 1: Enable Import-Based Timesheets

1. Navigate to Timesheets & Leave from the left sidebar.

2. Open Timesheet Settings.

3. Select Import Timesheets from CSV/Excel Files.

4. Click Save.

The Attendance screen will display the Import Timesheets option.

Step 2: Open Import Timesheets

1. Navigate to Timesheets & Leave from the left sidebar.

2. Select Attendance.

3. Click the Import Timesheets button.

Step 3: Download the Import Template

1. Click Download a Sample.

The system downloads the official import template.

Using the template ensures:

• Correct file format

• Required columns included

• Compatible data structure

• Successful import processing

Step 4: Prepare the Import File

1. Open the downloaded template.

2. Enter the attendance data to be imported.

3. Save the file after completing all required information.

Staff ID Requirement

The Staff ID column must contain valid employee identifiers.

To obtain Staff IDs:

1. Navigate to Timesheets & Leave → Settings → Norms of Leave.

2. Locate the employee ID information.

3. Enter the correct Staff ID into the import file.

Step 5: Upload the File

1. Click Choose File.

2. Select the completed CSV or Excel file.

3. Click Save.

The system validates and imports the attendance records.

Imported data becomes available for attendance processing and reporting.

View

Imported attendance records are available throughout the Attendance & Leave Management module and can be viewed through:

• Attendance

• Employee Attendance History

• Attendance Reports

• Employee Attendance Summaries

The imported data becomes the source of attendance information when Import Timesheets is the active attendance method.

Edit

To modify imported attendance records:

Step 1: Export or Download Existing Data

1. Obtain the attendance data that requires modification.

Step 2: Update the File

1. Open the CSV or Excel file.

2. Modify the required attendance information.

Step 3: Reimport the File

1. Upload the updated file using the Import Timesheets process.

2. Save the import.

The revised attendance information will be processed by the system.

Field Descriptions

Workflow Rules

Import-Based Attendance Rules

When Import Timesheets from CSV/Excel Files is enabled:

• Imported files become the source of attendance records.

• Manual attendance check-in and check-out is not used for attendance calculations.

• Task-based attendance calculations are not used.

Attendance Processing Rules

During import:

1. The system reads the uploaded file.

2. Employee records are matched using the Staff ID.

3. Attendance data is validated.

4. Attendance records are created or updated.

5. Imported attendance becomes available for reporting and calculations.

Employee Matching Rules

• Staff IDs must correspond to valid employee records.

• Each attendance record is linked to an employee using the Staff ID value.

• Invalid or missing Staff IDs may prevent successful attendance import.

Working Hour Calculation Rules

• Working hours are calculated using the attendance data contained within the imported file.

• Imported values become part of employee attendance records.

• Attendance reports use imported working hour information.

Attendance Status Logic

Imported attendance records may contribute to attendance status calculations, including:

• Present

• Absent

• Late Arrival

• Early Departure

• Overtime

Status determination depends on imported attendance values and organizational attendance policies.

Shift Assignment Logic

• Imported attendance records may be evaluated against employee shift schedules.

• Shift assignments continue to serve as the reference schedule for attendance calculations.

Payroll Integration Behavior

Imported attendance data may be used for:

• Payroll attendance calculations

• Working hour summaries

• Overtime evaluations

• Attendance-based payroll processing

Bulk Update Rules

Organizations can update attendance records in bulk by:

1. Editing attendance information within the CSV or Excel file.

2. Reimporting the updated file.

This eliminates the need for manual record-by-record updates.

Validation Rules

For successful import:

• The correct template format should be used.

• Required columns must be present.

• Employee IDs must be valid.

• File data should follow the expected structure.

Status Behavior

Import Processing Status

Employee Matching Status

Synchronization

Data imported through this screen is synchronized with:

• Attendance Management

• Employee Attendance History

• Shift Scheduling

• Work Shift Table

• Attendance Reports

• Attendance Summaries

• Overtime Management

• Payroll Processing

• Employee Management

Imported records become immediately available throughout attendance and reporting functions.

Important Notes

• Import Timesheets must be enabled in Timesheet Settings before attendance can be imported.

• Always use the official sample template to ensure successful imports.

• The file must contain all required columns and data in the correct format.

• Staff IDs must match existing employee records in the system.

• Attendance data imported through this screen becomes the primary attendance source when Import Timesheets is the selected timesheet method.

• Editing attendance data is typically performed by updating the source file and reimporting it.

• Invalid file formats, missing columns, or incorrect employee IDs may cause import failures.

• Administrators should verify imported attendance data after processing to ensure accuracy.

• Imported attendance records are included in attendance calculations, reporting, and payroll-related processes.