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Import Employees |
MCS TIme Keeper allows you to import batches of employees into the system–for instance, if you have employees in another piece of MCS software that you wish to import in to Timekeeper. There is a bit of work up front, but it is easily accomplished. The formatting may look daunting, but is quickly mastered.
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Timekeeper has the capability of importing employees through a batch process typically run during setup.
Before the Import Before you import any employees, you need to place the required data in |
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XML format. You may use the template provided to create your own employee files. Each employee record found in the file will be created in the |
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Time Keeper database.
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A sample file is shown below followed by specific details about each field. All XML |
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tags – the red text enclosed in |
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brackets – are required unless specifically noted as optional. The fields must appear in the specified order. SAMPLE CODE |
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Employee Update This XML tag should start and end the whole import file. |
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Employee Number
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Employee There should be one Employee tag for each employee to be imported. It should surround all of that employee's data. |
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All employee records should be between <EmployeeUpdate></EmployeeUpdate> tags. EmployeeNumber - 32 alphanumeric characters max. This is the primary identifier for employees. Duplicate employee numbers are not allowed and will cause the program to overwrite one file with another, leading to the loss of employee data. |
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Inactive |
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- XML |
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Emplty Tag |
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(Optional) This tag contains no data. If this tag is present, the employee will be marked as inactive in the |
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Timekeeper database. If the employee currently exists in the |
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Timekeeper database, the record will be updated and activated/inactivated based on the existence of the Inactive tag. |
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FullName |
- FirstName – 64 alphanumeric characters
- Middle – 1 alphanumeric character – Optional
- LastName – 64 alphanumeric characters
- Suffix – 3 alphanumeric characters – Optional
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FirstName - 64 alphanumeric characters max. Middle - 1 alphanumeric character max. (Optional) LastName - 64 alphanumeric characters max. |
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Suffix - 3 alphanumeric characters max. (Optional) PrimaryJobCode - 32 alphanumeric characters max. This code must match an Export Code in the |
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Timekeeper Job Code Maintenance screen. Job code descriptions are not allowed, just the number. |
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ExtraJobCodes |
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(Optional) This optional tag is used to assign additional job codes to an employee. All additional job codes must be listed within this tag using JobCode tags described below. If the employee needs no extra job codes, you may leave these fields blank. JobCode - |
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32 alphanumeric characters |
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max. (Optional) This optional tag is formatted exactly like that of the PrimaryJobCode tag. The code must match an Export Code in the |
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Timekeeper Job Code Maintenance screen. If no match is found, the additional Job Code is not imported. Job code descriptions are not allowed. |
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PhoneNumber |
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- 32 alphanumeric characters max. (Optional) This is |
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an optional tag. There are no formatting requirements on the phone number. It is stored and displayed as it is found in the import file. For example, (555)-555-5555 will appear as (555)-555-5555 and 5551234567 will appear as 5551234567. |
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It is strongly suggested to pick one format for phone numbers. |
SSN |
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- 9 numeric characters |
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max. (Optional) This optional field will be visible only on the |
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Timekeeper Employee Maintenance screen. It is not used within |
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Timekeeper and exists strictly for the benefit of payroll systems that require it. If your payroll system does not require it, |
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leave the field blank. PayrollCode - |
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64 alphanumeric characters max. (Optional) This optional field is not used within |
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Timekeeper, but exists as an alternative way to identify employees in |
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3rd party payroll systems. CostCenterCode - |
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64 alphanumeric characters max. (Optional) This optional field is not used within |
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Timekeeper, but exists as an alternative way to associate an employee with a cost center in |
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3rd party payroll systems.
Below, you will find the XML code stripped of employee info. Feel free to copy this snippet of code for your own imports.
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Importing Employee DataOnce you have correctly formatted the XML text, the actual import of employee data can begin.
Once you click that button, the following screen will appear.
The program will import the data from your XML file. That's it! Your newly imported employees should be in your database. |
