Configure and Import Time with Timerack

CHAPTERS

Introduction & Overview
Integration Details
Integration Setup
Integration Usage
Timerack Time Import
Timerack Front Office File

Timerack Integration

Introduction & Overview

Timerack delivers time and attendance automation to the staffing industry via a comprehensive suite of products and functionality that represents best of breed technology and is DOL compliant.

Timerack and Avionte partnered to create an integration that was built to increase efficiencies and decrease manual effort by automatically syncing assignment data between Avionte and Timerack and then offering a time import that supports Timerack’s payfile.

Integration Details

Assignment Export

• Only assignments associated to customers with the following Customer > Extras will be exported:
  • Uses Time Rack [Value can be “Yes” or “True”]
  • Time Rack Client Key
• Assignment data syncs to Timerack quarter to the hour on an hourly basis
• Current active assignments and assignments with a start date within the next two weeks are exported
• Assignments that have an end date or have had an end date modified within the last two weeks are exported
• Can pass custom order data to Timerack from Order > Extra

Time Import

• A payfile is manually generated out of Timerack and saved locally on the user’s computer
• The payfile is then manually imported into Avionte through the Import Export section
• Imported time is displayed in Time Entry > Sheetview once it’s successfully imported

Integration Setup

Customer Configuration

Customers using Timerack timeclocks must be configured with the Customer Extras shown below.  If a customer has multiple departments, each department that has assignments for Timerack, need to have the Extras added.

1. Navigate to the customer department that is using Timerack timeclocks
2. Click on the Extra subtree menu
3. From the Label dropdown, at the bottom of the screen,  select Uses Time Rack and select a value of ‘Yes’
4. From the Label dropdown, at the bottom of the screen, select Time Rack Client Key and enter the Client ID from Timerack
   
   

More "Source System Values" are generated when files are imported with new sources, then they can be mapped as requested. 

Order Configuration

Up to 3 Order > Extra values can be passed on the file to Timerack.  The Order Extras need to be tagged with a specific Timerack value in Admin Tools in order for them to be picked up on the file.

1. Open Admin Tools
2. Click on Config Choice
3. Click on the Config Choice Property tab
4. Category = CustomerOrderExtra
5. Select the “Apply changes to all Branches” checkbox
6. For whichever ChoiceCode you wish to pass to Timerack, enter one of the following SystemName values:
   • TimerackExtra1
   • TimerackExtra2
   • TimerackExtra3
     
     

Time Import Configuration

For users to be able to access the Time Rack time import, the user will need to have permissions to the time import in Admin Tools.

1. Open Admin Tools
2. Click on Report
3. Click on the Advance Query tab
4. Filter for the “Time Rack Import” and click on it
5. Select the User radio bubble
6. Find the user that needs access
7. Select the checkbox next to the username
8. Click Save

Integration Usage

Assignment Export Field Mapping

• Timerack Enhancements (April 2023)

Data	Avionté Field	Notes
ClientName	Parent Customer Name	Name of the parent customer that the assignment is under
ClientID	Parent Customer ID	ID of the parent customer that the assignment is under
EmployeeFirstName	Employee > First Name
EmployeeLastName	Employee > Last Name
EmployeeEmailAddress	Employee > Contact Method > Email	Contact method type where ConfigChoiceProperty “IsDefaultEmail” = True
EmployeeID	Employee > EmployeeID
EmployeeCellPhone	Employee > Contact Method > Cell	Contact method type where ConfigChoiceProperty “SystemName” = Cell
EmployeePin	Employee > Last 4 SSN
EmployeePin_5	Employee > Last 5 SSN	New field
EmployeePin_6	Employee > Last 6 SSN	New field
HireDate	Assignment > Start Date
PayrollStartDate	Assignment > Start Date
AssignmentNumber	Assignment > AssignmentID
JobDescription	Assignment > Job Title
AssignmentStartDate	Assignment > Start Date
AssignmentEndDate	Assignment > End Date
DepartmentID	Assignment > Customer > CustomerID	ID of the customer the assignment is under
DepartmentName	Assignment > Customer > CustomerName	Name of the customer the assignment is under
BillRate	Assignment > Reg Bill Rate
PayRate	Assignment > Reg Pay Rate
TimeRackClientKey	Customer > Extra	Label = Time Rack Client Key
TimeRackExtra1	Order > Extra	SystemName = TimerackExtra1
TimeRackExtra2	Order > Extra	SystemName = TimerackExtra2
TimeRackExtra3	Order > Extra	SystemName = TimerackExtra3
TimerackClockType	Customer > Extra	Label = Timerack Clock Type
BranchName	Assignment > Branch Name
BranchId	Assignment > Branch ID
TimerackEmployeeBadge	Employee > Extra	Label = Timerack Employee Badge
AssignmentShift	Assignment > Shift Name
OTFactor	Customer > Order Options > Markup	Value is pulled from the Order Options screen if the job has a markup, or else we pass 1.5
DTFactor	Customer > Order Options > Markup	Value is pulled from the Order Options screen if the job has a markup, or else we pass 2
WorkSiteId	Order > Address ID	Value is the unique ID associated with the address record
WorkSiteName	Order > Address Short Name
WorkSiteState	Order > Address State
Approver1FirstName	Order > Contact Roles	SystemName = TimeApprover
Approver1LastName	Order > Contact Roles	SystemName = TimeApprover
Approver1Email	Order > Contact Roles	SystemName = TimeApprover
Approver2FirstName	Order > Contact Roles	SystemName = TimeApprover2
Approver2LastName	Order > Contact Roles	SystemName = TimeApprover2
Approver2Email	Order > Contact Roles	SystemName = TimeApprover2
AgencyCode	Agency > Reference ID	Reference ID of the Agency if the assignment is associated with an Agency under the Assignment > Detail > More Info screen
AgencyName	Agency > Full Name	Reference ID of the Agency if the assignment is associated with an Agency under the Assignment > Detail > More Info screen
OrderID	Order > OrderID
PayPeriod	Order > Detail > Pay Period
SkillCodeID	Order > Job Title	Value is the unique ID associated with the job title
OvertimeBillRate	Assignment > OT Bill Rate
DoubleTimeBillRate	Assignment > DT Bill Rate

Timerack Time Import

Before importing the payfile, a user must generate the payfile from Timerack and save it locally on their computer.

Note: To edit hours you will have to be in Card view

• Time Entry Card View

1. Navigate to the Import Export section
2. Click New Batch
3. From the Mapping Group drop-down menu, choose TimeRack Mapping. This selection will also default the Processing Method to Time Rack Import
4. Enter a free-text description in the Description field
5. Click the Browse button and select the Timerack payfile to import
   1. Note: A run-time error will populate if the file you are importing is open on your computer. Be sure to close the file before attempting to import.
6. Indicate if the payfile contains column headers
7. Select the proper Accounting Period Date from the Parameter section
8. Enter a free-text description in the TimeEntry Batch Name field
9. Click Finish. The New Batch window will close.
10. Click Process Import Export Batch.

Timerack Front Office File

An example file for Timerack in Front Office is attached to this article. The following headers apply: 

ClientName 

ClientID

EmployeeFirstName

EmployeeLastName

EmployeeEmailAddress

EmployeeID

EmployeeCellPhone

EmployeePin

HireDate

Payroll Start Date

AssignmentNumber

JobDescription

AssignmentStartDate

AssignmentEndDate

DepartmentID

DepartmentName

BillRate

PayRate