You can upload timesheet data from a spreadsheet, by copying and pasting the spreadsheet's cells directly into RSM 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. You can also import expense items as well. 

The standard RSM InTime format is shown below. RSM 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.

You also have the ability to build your own non complex importers. 

For complex importers, please send over a sample file to our support team. They will scope this work and advise accordingly.   

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 RSM 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.

RSM 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' or if the rate is 'Hourly Rate', you might enter '7.5' or '-7.5'.
• Comment: Any comment that you want to include for the entry.

Ability to create timesheet & expense importers

Any admin user that has the advanced configuration role, can build and edit non-complex timesheet importers, e.g., importers that do not require a script. 

Go to the system configuration cog in the top right hand corner, and within the system section select timesheet import formats. Any timesheet importers that are script based will be greyed out and cannot be selected. Any editable timesheet importers will appear blue and are available to select. Alternatively, you can click on new import format in the top right hand corner.

All fields have a question mark icon providing you with additional help, there are dropdown options for timesheets and expenses.  

You will then be able to select or deselect columns. Using the arrows, any columns in the right hand box will be the required data within the import, and any in the left hand box will not be required. You can select multiple columns by holding down the ctrl button on your keyboard when clicking on a chosen column. Once complete, click save. 

To use the import, go to import/export menu option and select import timesheets or import expenses, within the source list dropdown you will find all your importers. 

We can develop additional timesheet import formats

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

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

1. Can we get the placement reference that matches RSM 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 RSM InTime ideally, or full name that matches RSM InTime.
3. Can I get the Client that matches RSM 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 5)?
7. Any extra data in file you want imported into the timesheets? Why and to where?