For information on how to process your import, please visit this article.
Should You be Importing Employees Manually?
Some companies utilize an API to automatically import employee data into Timeco. If this applies to you, then you will not need to import any employees, as it is done for you automatically. If you're unsure whether or not you use an API, please reach out to us at firstname.lastname@example.org.
Creating Your Import File
To begin, you will want to download and open one of our free employee import template (available at the bottom of this screen).
The template provides some information as to which fields are required and optional, along with two example employees. Feel free to leave this information in the file while inputting your employees information, just be sure to delete rows 1-5 and the two example employees before processing your import to avoid any errors.
There is an additional template available below (Employee Import Template (Headers Only)) which is already a csv file with the key rows and examples removed. In this version, the required fields begin with an asterisk.
Always be sure you are entering the data with the correct format. For more information regarding formatting, please view the "Definition of Employee Data Fields" section below.
If you don't want to use an optional field (for example, wage rates) that is included on the template, you can delete the row completely, or set the field to "(ignored)" when mapping the fields during importing.
Once your file has been completed (employee data has been filled in, rows 1-5 removed, and example employees removed) you'll want to save it. Please be sure to save this file as a .CSV file or you won't be able to import it.
Definition of Employee Data Fields
- User ID - This must be the first column in the file. This is the username of the employee and is what they use to log into the system. This field must be unique, if an employee has the same username as anyone else in Timeco, the import will fail. To prevent this we recommend using the following format: FirstNameLastName@CompanyID for example JSmith@AA123
- Status (case sensitive) - Typically you will have your active status codes: Hourly & Salary and your Inactive/Terminated status code: Historical.
- Is AD User (User Type) - Always put "FALSE" in this column, to depict an “other user” type.
- Password - Password used for the employee to log into the system. We recommend birth date.
- Email - Important for leave requests and password retrieval using the ‘forgot password’ link on the login page.
- Employee ID - The unique identifier for the employee, generally linked with the payroll system (We recommend against using SSN).
- Employee Number - Include the Employee ID a second time here (We recommend against using SSN).
- Time Zone - Select the time zone where the employee is located. Spell out the time zone entirely, i.e. Eastern, Central, Pacific, and Mountain.
- Hire Date (MM/DD/YYY) - Select date of hire for employee – can be original or re-hire date.
- Eligibility Date (MM/DD/YYY) - Select the date that the employee is eligible for holiday pay.
- Current Pay Rule (case sensitive) - Pay Rule is used to group employees of the same type together, for rules purposes. For example, your Part-Time group may not receive holiday pay. Examples: HourlyFT, HourlyPT, Salary.
- Exception Rule (case sensitive) - Always put the text “Exceptions” in this column for each employee.
- Client ID - Your unique company number or ID. Required to process payroll.
- Role (case sensitive) - Controls what the employee can do in the system.
- Home Department (ID Only) - The department must already exist in Timeco and is referenced by the department’s id. For setups with multiple levels of departments, you’ll want to separate each id with a hyphen. Example: 401-101
Some Optional Fields:
- Title - Business Title
- Birthday - Date of birth
- Wage Rate - Hourly wage rate to be paid for the employee’s Home Department.
- Address Line 1 - Street number and name
- Address Line 2 - Apt number, Suite number, etc.
- City - City Name
- State - State abbreviation only.
- Zip Code - Address' zip code
- Phone – Employee’s main contact number (any format).
- Gender – M or F – needs to be abbreviated.