Configure and Import Time with Timerack

CHAPTERS

Introduction & Overview
Integration Details
Integration Setup
Integration Usage
Timerack Time Import

 

 

Timerack Integration

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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.

 

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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

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

 

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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

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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

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Integration Usage

Assignment Export Field Mapping

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
  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.

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Change Log Date Change Log Description
04/20/2023 Added OT and DT Bill Rate fields from recent release
12/07/22 Added Source System Values
04/12/2022 Included a number of additional fields in the data extract sent; adjusted logic used to select which assignments get passed
02/08/2022 Updated Logic for EmployeeEmailAddress
10/21/2021 Add link to Time Entry Card view
07/01/2021 Article created

 

 

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