Configure and Import Time with Timerack

CHAPTERS

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

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)

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

   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:

Troubleshooting Timerack Imports

The Customer Configuration steps above cover initial setup. This section covers what to check when a Timerack payfile import fails or produces unexpected results after setup is already complete.

Import errors

• If the batch fails immediately on Process Import Export Batch, confirm the Mapping Group is still set to TimeRack Mapping — if a user changes this dropdown after Browse-ing the file, the Processing Method no longer matches the file layout and the import will error.
• Confirm the payfile is closed on the local computer before import. An open file (in Excel or another program) will throw a run-time error, as noted above, but this also silently truncates partial imports on some file systems if the error is dismissed rather than resolved.
• If specific rows fail while others succeed, check that the customer department on each failed row still has both Uses Time Rack = Yes and a Time Rack Client Key set on the Extra subtree — a department that has since been split or renamed will drop these Extras and its rows will reject.
• Verify the correct Accounting Period Date was selected in the Parameter section. Rows dated outside the selected accounting period will import but land in the wrong period, which looks like a failure in Sheetview.

Data-type conversion fixes

• Rate fields (BillRate, PayRate, OTFactor, DTFactor) must arrive as plain decimal values. A payfile exported from Timerack with regional formatting (comma as decimal separator, or a currency symbol) will fail numeric conversion on import — re-export or clean the file to plain decimals before importing.
• Date fields (HireDate, PayrollStartDate, AssignmentStartDate, AssignmentEndDate) must match the mapping's expected date format. If Timerack's export defaults to a different regional date order than the mapping expects, dates can silently transpose (day/month swapped) rather than error — spot-check a few rows against known assignment dates after import.
• EmployeePin, EmployeePin_5, and EmployeePin_6 are numeric-looking but must be treated as text on import; if the mapping is set to a numeric type, leading zeros in these SSN-derived values will be dropped, causing pin mismatches at the timeclock.

Pay-cycle adjustments

• If imported time lands in the wrong pay cycle, re-check the Accounting Period Date selected in Import Export — this is set per-batch and does not default to the currently open period.
• When a client's pay cycle changes (e.g., weekly to biweekly), confirm the Order > Detail > Pay Period field is updated first; Timerack's PayPeriod field is sourced from there, and a mismatch between Timerack's payfile pay period and Avionté's Order pay period will cause hours to post to the wrong week in Sheetview.
• For assignments that span a pay-cycle boundary change mid-assignment, re-import the affected batch after the Order-level Pay Period update rather than editing hours directly in Card view, so the accounting period assignment stays consistent with the audit trail.