Import

MAIN MENU > Company > Import

You can import data into TimeTrex by using a step-by-step tool called the Import Wizard. The source data must reside in a comma-separated value (CSV) text file, which you export from Excel or most other spreadsheet software. During the process, you will need to know the location of the file, and then specify how much of the data you want to import.

To import data, do the following:

Click Company, then click Import in the main menu.
An inset page will appear containing a progress bar at the top and a drop-down menu where you choose the type of data to import.
After choosing the type of data, click the blue right arrow, and then follow the remaining steps in the wizard.

TIP: It is recommended to import one record first, as a test to ensure the import process works as desired and does not return any errors.

Example of Importing Employees using the Import Wizard:

STEP	ACTION
Confirm new hire defaults	Prior to importing employees, confirm that the new hire defaults are accurate by going to Employee -> New Hire Defaults
Open Import Wizard	Company -> Import
Select the type of objects to import	Select 'Employees' from the drop-down box. Click on 'Download example Employees CSV file' and open the downloaded file to see an example of the format and use it as a template. Click the blue right arrow, to go to the next step.
Upload .CSV (Comma Separated Value) or .XLSX (Spreadsheet) file	Choose the .CSV or .XLSX file which contains your employee data. Click the blue right arrow, to go to the next step.
Map columns from the uploaded file	Mapping relates the data in the .CSV of .XLSX file to the fields in TimeTrex. TimeTrex tries to automatically match similar fields, however you should always make sure the mapping is correct to avoid data being imported into the incorrect field, e.g. a Last Name being imported into a First Name field. Refer to the Sample Row column which displays the first row of your data for your convenience. Check that each field in the Field column (in TimeTrex ) correctly corresponds with the name in the File Column (.CSV or .XLSX file) in each row. If there are any fields you don't want to use, select "None" from the drop-down. Change any formats necessary in the Parse Hint column such as date formats and if data is expressed as a code rather than a name e.g. Branch = 3. Before you can import employees that are assigned to specific departments or branches they must already exist or be imported in TimeTrex. TIP: The same file can be used to import branches and departments by just mapping the relevant fields. When importing an Address a City, Country, Province/State and Postal Code/Zip Code are required. NOTE: Employee Number and User Name will be auto-generated, if not supplied. Enter a Name to Save the Mapping for future use. Click the blue right arrow, to go to the next step.
Select Import settings	For this example, there is no need to check off any of these import settings. See below for more information regarding import settings. Click the blue right arrow, to go to the next step.
Verification	If the verification is successful, "Data verification successful" is displayed, then click the blue right arrow, to go to the next step. If the Data Verification failed, reasons why it failed and on what row the failure occurred on are listed. Fix the failed records by editing the CSV or XLSX file, re-saving it, then click the blue left arrow, to go to the Upload CSV or XLSX text file step, upload the updated file and continue through the wizard again. Alternatively skip importing the invalid records by clicking the blue right arrow, to continue to the next step and fix the failed records within TimeTrex later.
Import Successful	If the Import failed, fix the issues then verify and import again until the import is successful. Click the green checkmark, to complete the Import.

SELECT IMPORT SETTINGS (EMPLOYEES)	DESCRIPTION
Enable smart matching.	Finds the closest match allowing for minor spelling errors or formatting differences.
Update existing records based on User Name, Employee Number, or SIN/SSN.	When updating existing records connect the records by a unique field such as the User Name, Employee Number or SIN/SSN. If more than one of these fields are specified, only one is chosen, and in the order mentioned. Only the mapped fields are updated. For importing en masse see FAQ - How do I update employee User Names or Employee Numbers for existing records en masse?
Create groups that don't already exist.	Create Employee Groups that don't already exist in TimeTrex.
Create ethnic groups that don't already exist.	Create Ethic Groups that don't already exist in TimeTrex.
Create titles that don't already exist.	Create Employee Titles that don't already exist in TimeTrex.