Importing Placements & Associated Data

Introduction

You can import Clients, Managers, Consultants, Umbrella Companies, and Placement data into InTime using CSV files. Our standard import specification will apply unless a custom importer has been agreed to be provided to you.

Bespoke CSV import integration mapping

Planning for your Integration

When you are planning your integration you need to consider all of the data that will be required in RSM InTime.  This will vary depending on the needs of your Agency.  You should consider the following:

• Mandatory Fields in RSM InTime: RSM InTime requires a number of mandatory fields in order to create records. The mandatory status of a field can be found in our Placement Import Fields pages. These fields represent the minimum data needed for a record to exist in the system. However, to carry out additional actions, such as raising invoices, you will need to include further data fields.

• Data Control: Any data attribute you choose to import into RSM InTime must be managed from your front-office (source) system. If a field is included in your import specification, any manual updates made directly in RSM InTime may be overwritten or removed during future imports.

• Consider Your Output Requirements: When deciding which fields to include, consider the reports and outputs you will need from your system. For example:

  • Do you need to report by sector, division, or other organisational units?

  • Is there specific data required for your accounts extract?

Being clear on these requirements from the outset will help ensure your import specification supports both operational and reporting needs.

Where possible, it is recommended to include the fullest possible set of information in your import. This not only future-proofs your system but also minimises the need for manual updates or later changes to the import specification.

Creating a Test CSV File

Once you have identified the fields you wish to import, the next step is to create a test CSV file. This will help ensure that your data is correctly structured and compatible with RSM InTime’s import process.

• Your CSV file should include the field names in the first row(s), followed by your data in the subsequent rows.

• The correct field names to use are listed in the second column of the description tables found in each of the relevant Import Fields sections below.

• Additional details about how to structure placement and rate rows can be found in the Placement Import Fields section.

Provide us with your import format

Once you have finalised your CSV import format. Please provide the field list and order they appear in your CSV import file. Your RSM InTime instances will be updated to accept the file format.

Standard CSV Integration mapping

In the standard integration, the fields included, and the order in which they appear, are pre-defined.

Although many fields in the standard CSV integration are not mandatory, we recommend completing as many as possible. Certain fields, while not required for initial record creation, may be essential for processes such as payroll, invoicing, and reporting.

This file gives you an Excel file with the column headers set out in the correct order.  The rows on your data file will follow the order below:

• The row containing information for the first placement

• A row containing the rate information for the first placement

• (Possibly more rate rows for the first placement)

• A row containing information for the second placement

• A row containing the rate information for the second placement

• (Possibly more rate rows for the second placement)

Sample file

You can try out a sample import on your test / demo agency by downloading this standardimport.csv. Follow the instructions below:

1. Login to RSM InTime as an Administrator and choose the Import Placements option from the Batch menu.

Open

2. Click on the Import button to start the import operation.  You should then see a screen which shows you the result of your import as shown below.

Once the import operation is completed, RSM InTime will provide a count of placements that were successully imported together with placements that couldn’t be. Placements that fail to import will be accompanied with a description of the error.

Open

This sample import file has imported the absolute minimum data and your system will now contain two workers, one consultant, one manager, one client and two placements.  Each of your placements will have a Standard and an Overtime rate.

Importing: (from Front End system)

The import formats below contain all Placement, Manager, Client, Provider, Worker and Rate information required by RSM InTime within the one file.

For ALL RSM InTime clients please find link to the import file specification and supporting documentation that you will need to conform to below.

Specification - IntimeGenericCsvImportSpecWithInPAY.xls

Example Blank file with Headers - IntimeGenericCsvImportSpecWithInPAY_HEADERS.xls

Example populated file with headers - importGenericWithInPAYExample.csv

Please Note

• The example file is a xls spreadsheet, although please note a CSV file would be required for import.  If you are using Excel to format the data then convert or save the file to CSV. As you are doing this, be careful with:-

  • Format Dates column cells as “yyyy-mm-dd” and date times a “yyyy-mm-ddThh:mm:ss”.

  • Any field with leading zero e.g. sort codes and account Number you need for format cells as text.

• Please ensure the mandatory fields are filled in (shown in red on the specification file).

• “PlacementDefaultRateName” you need to ensure this rate name matches a “RateName” on the following R line(s).

• “ConsultantUsername” you can leave this blank if you wish, RSM InTime will assign a username if empty.

• “WorkerLtdCompanyProvider” is Y if the worker has a provider and N if not. If yes the Provider fields on the placement row need to be populated with the provider information.

• All FrontendRef values need to be unique per that entity and is required in the file when creating and updating.

Please note this import spec does not include multi currency.

Notes

• Date and Date Time import formats can be configured for each agency.  However, the same format must be used across all fields.  Formats cannot be mixed.  

• The default Date Time format is yyyy-MM-ddTHH:mm:ss where

  • yyyy is the year as a four digit number

  • MM is the month as a two digit number (01 = January)

  • dd is the day of the month as a two digit number

  • T is a constant value that separates the date and the time

  • HH is the two digit hour in 24 hour format

  • mm is the minute, two digits

  • ss is the second, two digits

• The default Date format is yyyy-MM-dd where

  • yyyy is the year as a four digit number

  • MM is the month as a two digit number (01 = January)

  • dd is the day of the month as a two digit number

• Boolean fields may be:

  • For true: "true", "t", "yes", "y", "1"

  • For false: "false", "f", "no", "n", "0"

• The format on which date and time is accepted can be changed. Please provide support with your new format requirements.

Information about the specific fields

The fields that are available for each of the entities are described in the following sections:

• Consultant Import Fields

• Contractor Import Fields

• Client Import Fields

• Manager Import Fields

• Umbrella Import Fields

• Placement Import Fields

• Rate Import Fields