uAttend Timesheet Importer

Overview

uAttend is a time and attendance tool used by a range of organisations. If you have employees working within these organisations, you will likely be receiving a data file exported out of uAttend detailing the hours worked by your employees. 

This data may come out in different formats – this importer has been created to import a .csv file containing timesheet hours in a specific format. 

File Layout

Field	Detail	Location in Template File
Name of Report	Default value = Your Report Name	Column A, Row 1
Date Range	DD/MM/YYYY-DD/MM/YYYY (eg 19/01/2018-25/01/2018)	Column A, Row 2
Last Name	Must contain the value ‘EMP L NAME’	Column A, Row 3
First Name	Must contain the value ‘EMP F NAME’	Column B
Employee Number	Must contain the value ‘EMP #’	Column C
Date	Must contain the value ‘DATE’	Column D
Shift Start	Must contain the value ‘IN’	Column E
Shift End	Must contain the value ‘OUT’	Column F
Total Shift Hours	Must contain the value ‘TOTAL’	Column G
Nickname	Must contain the value ‘NICKNAME’	Column H
Project Activity Inbound ID (not required)	Must contain the value ‘DEPARTMENT’. Value contained in Config > Project Management > Activities > Activity Name > (Remote ID field with your custom name)	Column I
Notes	Must contain the value ‘NOTES’	Column J
Job Inbound Timesheet ID	Must contain the value ‘IN LOCATION’. Value contained in Users > Employees > select employee > Job > Payroll Admin > Integration > Inbound (custom name) ID	Column K
Project Inbound ID (not required)	Must contain the value ‘OUT LOCATION’.  Value contained in Config > Project Management > Projects > Project Name > (Remote ID field with your custom name).	Column L

File Format 

The file that you are importing must be a .csv. 

uAttend should provide you with the file in this format but it is important that you check, as the importer will not work with different formats. 

To save as .csv open the file in Microsoft Excel, click Save As, and Select Type CSV (Comma delimited).

Be careful to ensure the date formats don’t change when you open the file in Microsoft Excel.  

What happens if my format is different? 

If your file type or format is different it will not work with this importer. 

If this is the case then you can: 

• Enquire whether you can get the information in the format or;
• Copy the data from the format that you have been provided into a .csv with this format .

Configuring the Importer 

Create Customer Specific Importers 

To allow us to map to the correct job for your employees you need to create an importer for each of your Customers sending you a file from uAttend. 

When the data is imported, the system will identify the employee using their ‘Surname, Firstname’, and will then look to find a job with that Customer. 

Steps to creating a new importer 

1. Go to Config > Payroll > Timesheet Importer > Configure Imports
2. On the Configure Imports screen, click Create New Format in the top-right. 
3. Choose a name for this Import Format and select uAttend as the importer. 
4. Click Next to navigate to the second screen.
5. Select the relevant Customer in the Search Field.
6. Click Save.

Editing existing importers 

If your import format changes, or you need to change the Alias mapping, you are able to edit existing importers on the Importer Formats table.  

Configuring Project Management

The project management module can be configured for use with the uAttend importer.  The Project Management module can have a remote ID enabled for Projects and another enabled for Activities.  Contact the Astute Support Team to enable these features.

The Project remote ID will be located at Config > Project Management > Projects > Project Name > (Remote ID field with your custom name). The value that you place in the relevant project needs to match the data in the ‘Out Location’ field for that employee within the csv file.

The activity remote ID will be located at Config > Project Management > Activities > Activity Name > (Remote ID field with your custom name).  The value that you place in the relevant activity needs to match the data in the Department fie for that employee.

Linking a job to uAttend data 

To link an employee’s job to the uAttend file, a value needs to be added to their job record. This might be a remote ID a client uses in their system (and therefore contained in a report provided to you) or a unique ID you create for the employee and their job. 

Enter this unique ID in the Employee’s active Job > Payroll Admin > Integration > Inbound (custom name) ID Field. This must match the data in the ‘In Location’ Column of the .csv file identically. 

Importing Files 

Once importers are created you can use them to import in files. It is important that you select the correct importer for the file that you are importing. If you select the wrong importer it will not work. 

To import a file:

1. Go to Config > Payroll > Timesheet Importer > Import Timesheets.
2. Click Choose file to locate and upload the uAttend file. 
3. Select the relevant Importer and click Validate.
4. Review any errors, and fix any issues detailed. 
5. Click Back to run the importer again. 
6. If the data can be imported, click Import Valid Rows button to import the data.

Viewing the Imported Data 

The data is imported and placed into the relevant timesheet.  

The timesheet that the data is imported onto is automatically approved, so you able to view it in Payroll > Pay Conditions where you can amend and/or finalise. 

Error Messages 

If there is a problem with the file you are importing, the validation step will list the errors. 

For example, if the same employee has multiple jobs at the same customer with the same job code, the data won’t be imported, and you will see an error message "Multiple jobs with employee name Employee, APIAnnie4 at City Council between 2018-01-17 and 2018-01-18". 

Re-importing Files 

If you pull a file in twice, you will receive a warning. If you choose to continue with the import, the result will depend on the status of the timesheet. 

• Pending Finalisation: if you have not finalized the timesheet the second import will override the existing data 
• Finalised: if you have finalized the timesheet, the second import will create an adjustment timesheet