Time entries as well as Unit entries can be imported directly into PayHero via the Time > Timesheets section. This enables the quick and easy bulk entry of time and for time recorded via external systems to be loaded into PayHero for an upcoming pay run.
Timesheet Import Template & Formatting
The file for imported timesheets needs to be uploaded in a .csv format. Please find attached to the bottom of this support article a pre-formatted template you can use, or alternatively, you can build your own.
The columns which can be included in the import file are as follows (columns in italics are optional):
The employee's display name. This must be an exact match to what's entered on the employee record.
|Employee Email (optional)||
Enter the employee's email address.
The Work the imported time entries should be recorded against. The Work name must be an exact match to the name from Manage > Work.
Include any notes to be added to the timesheet entry.
|Date (D/MM/YYYY or DD/MM/YYYY)||
The date the imported time should be recorded on. The date format must be entered as D/MM/YYYY or DD/MM/YYYY.
|Start Time (HH:MM)||
The time the time entry began. Needs to be in a 24 hour clock format (e.g. 08:30 for 8:30am).
End Time (HH:MM)
Please note, End Time and Duration are two separate columns. If both are specified, PayHero will default to using the End Time.
End Time - The time the time entry ends, this must be entered in a 24 hour clock format (e.g. 17:30 for 5:30pm). If used, the Start Time must also be provided so that PayHero can calculate the duration of the time entry.
Duration - The overall duration of the time entry in hours. Must be entered as hours (e.g. 8.5 for 8 and a 1/2 Hours). Include the duration of any breaks, as these are deducted by PayHero (e.g. if the duration is 8 hours and a .5 hour break is specified, the final duration in PayHero will be 7.5 hours). If used, PayHero automatically calculates the Finish Time of the time entry based on the Start Time, if provided. If no Start Time is provided, midnight will be used for the Start Time.
|Break Duration (HH.HH)||
The total duration in hours (e.g. 0.5 for 30 Minutes) of any unpaid breaks within the time entry.
The number of units to be recorded against the specified Work.
This field is only applicable if you have unit based work.
Time Import Process
To load your timesheet import into PayHero, navigate to the Time > Timesheets section. Click the menu button and select 'Import Timesheets'.
Clicking 'Import Timesheets' will open your computers file browser. Find and select the .csv file you wish to import, click 'Open'.
A warning pop-up will display if there is an issue with the import, please see below for troubleshooting.
Check the number of timesheet entries being imported are the same as expected. Click 'Confirm' to import the file, or 'Cancel' if adjustments are required.
A confirmation message will display along with the date range covered by the imported time.
Errors and Troubleshooting
If there's an error, the import process will stop and no timesheets will be loaded. A warning message will display information around the first error detected, including the spreadsheet row which caused the issue.
If your company has Timesheet Approval enabled, time can't be imported into an approved week.
After making any required adjustments to the .csv file, the import process can be run again. If there's a subsequent error found, another warning message will be displayed showing the spreadsheet row number.