Import Timesheet Data

You can upload timesheet data from a spreadsheet, by copying and pasting the spreadsheet's cells directly into InTime. When you enter timesheet data using this method, the timesheet will automatically be submitted and follow the approval route that has been set for the placement.

The standard InTime format is shown below. InTime also has the facility to import timesheet data from 3rd party systems. In order to do this an Import format must be created and configured to suit the data you wish to import. Whilst we have existing formats available, our experience is that these formats can differ. Any amendment and testing work which may be required would be charged on a time fee basis. We therefore recommend sample files are provided for analysis.

Additional permissions maybe required for you to access this option.   Please contact Support.

How do I import my timesheet data from a spreadsheet?

1. From the menu bar, click  Import/Export > Import Timesheets
2. Select the required import format from the Source List.
   Ensure that the format of your spreadsheet data adheres to the selected import format. If the format you require is not available, please contact the RSM ESL support team who may be able to create an import format to suit your needs. Please note that configuration of bespoke import formats is chargeable.
3. If you are adding data to an existing timesheet, select Add data to existing timesheets - see below.
   Note the on-screen warning that this will add data to a timesheet even if the data is duplicated.
4. Copy and paste your spreadsheet data into the form:
   
   
   
   
5. Click Upload & Validate. You are then given the opportunity to review the imported data.
   Any issues are highlighted in red and a textual description of the issue is given in the Error column. See below for common issues.
6. If you need to change any of the fields that you imported (placement, rate, date, unit and comment), click the cell and amend the entry. If you want to change the placement or worker name, begin typing the placement reference or worker name and InTime will offer auto-completion suggestions. If the imported data does not match the import format, the cell displays the 'undefined' message. You can amend the cells accordingly, or if you decide some of the data should not be imported or can not be corrected on the review page, click Start Again and change or exclude the unwanted data when pasting from your spreadsheet.
7. Once you are happy with the previewed data, click Submit to import the data and create or update the timesheets.
8. A message asks you to confirm that you want to submit the data. Click OK and the import process begins.
   A message appears when the import process has been completed successfully.

Common import issues:

• If the import format includes a Worker name or reference and not a placement but the worker has more than 1 active placement for the date entered the user will have to select which placement the time should be uploaded to.
• Sometimes the imported rate does not exist on the placement or it has been spelt differently. The user can select which rate should be used.
• If you are not adding data to existing timesheets the date will be highlighted if a timesheet already exists for the imported date. 
• Negative unit amounts are not accepted.

Add data to existing timesheets

Typically, you will use the Timesheet importer to submit complete timesheets. However, you can also use this method to enter additional data to timesheets that have already been submitted.

For example, a contractor might have worked an additional shift in a day, and you want to enter that information into his or her timesheet. If so, you would select the Add data to existing timesheets checkbox on the Upload Timesheet Data screen.

Note: If you select the option to add data to an existing timesheet, the timesheet entries that you import will be added to an existing timesheet even if that entry already exists in the timesheet. For example, if the timesheet already has an entry for 8 hours against the 12th May, and your spreadsheet data includes a duplication of this entry, this will result in the timesheet including an entry for 16 hours on the 12th May.

InTime Standard Format

Placement, Rate, Date, Unit, Comment

• Placement: This should be the reference code for the placement (for example 'JB001').
• Rate: This should be the exact name of the rate, as it appears in the timesheet (for example 'Day Rate').
• Date: The day for which the timesheet data is being entered. The date format is dd/mm/yyyy (for example '18/05/2015').
• Unit: The number of units that the contractor worked. For example, if the rate is 'Day Rate', you might enter '1'.
• Comment: Any comment that you want to include for the entry.

Requesting a new timesheet import format to be developed

We can develop custom timesheet import formats to match a spreadsheet / CSV file received from an external system. We

The standard charge of typically £180 but it is subject to scoping of the file you supply.

If you can supply support with a sample file and answers to the questions below, we will review and confirm quote to develop.

1. Can we get the placement reference that matches InTIME? If can, don’t need 2) or 3). If not available uses placement found in 4)
2. Where can I get the worker from? Reference that matches InTIME ideally, or full name that matches InTIME.
3. Can I get the Client that matches InTIME? Can only match by name. If not available uses client of placement found in 4)
4. Where can I get the weekending Date from? If 1) is not available uses date to find current placement for worker in 2) with client in 3) (if available), if more than one gives choice to user.
5. How can I get rate? We can match by name, pay rate, charge rate, pay amount, charge amount or we can just default to the first rate on the placement.
6. How can we get the units for the rate in 4)?
7. Any extra data in file you want imported into the timesheets? Why and to where?