Importing Placements & Associated Data

Information about your clients, managers, consultants, umbrella and placements can be imported via CSV files. Unless you have paid for a custom importer, your system will be configured with the standard import specification. Please note that this feature is not required if you are a bullhorn linked client.

Planning for your Integration

This section is relevant to clients who have purchased a custom 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

There are a number of mandatory fields required by RSM InTime. These are the very minimum to allow a record to be created in RSM InTime but you will require additional fields before you can perform other operations, such as raising an invoice.
Any data attribute that you choose to import must be controlled from your front-office system. Any change made in RSM InTime directly may be overwritten or deleted if the field is in your import specification
You should consider any outputs that you require from your system. For example, do you want to be able to report by sector or division? Is there any specific information that is need for your accounts extract

It is generally best if you try and include the maximum set of information in your import.

Once you have determined which fields you wish to import, you should produce a test CSV file. Your file should contain the field names in the first row(s) and then your data in the subsequent rows. The field name is obtained from the second column in the description tables in each of the import fields sections listed below. Information about the placement and rate rows is description further in Placement Import Fields.

The Standard Integration

In the standard integration the fields are pre-defined. You should fill out as many of the fields that you can. As described previously, while some fields are not mandatory to create your initial records, many of the fields are required for later purpose such as payroll and invoice generation.

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)

You can try out a sample import on your test / demo agency by downloading this standardimport.csv. Login to RSM InTime as an Administrator and choose the Import Placements option from the Batch menu.

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.

The important things to notice is that the number 2 is shown on the Items Written line. This indicates that both items in the file have been successfully imported.

This import 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 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"

Information about the specific fields

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