CS Time/TNA Documents

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Employees

    This option is used to import employee information from an ASCII text file where each lineof text representing one employee.
     

    CONTENT

    Employee Information Formats

    CS Time Generic Format

    The CS Time Generic Import Format is a CSV (Comma Separated) format where each line represents a separate employee record.

     

    The main advantage of CS Time Generic Format is that it can also be used to import other information other than clockings. The first field on each row identifies the type of record being imported. For example C is for clockings, L is for leave, R is for Rostering and so on.

     

    ImportGenericEmps.jpg

     

    The format used is as follows:

    Field

    Name

    Max Length (Chars)

    Description

    1

    Record Type

    1

    E for Employee Record Information (import type identification).

    2

    Site

    4

    Optional. Usually left blank. If blank then the site code at the place of import is used.

    3

    Employee Number

    10

    Required. Each employee on the site needs a unique 10 character, alphanumeric identifier.

    4

    Pay Number

    20

    Optional. The identifier used by the payroll system, if it's different from the employee number.

    5

    Card Number

    10

    Optional. The Card Number that is associated with this employee.

    6

    First Name

    20

    Optional.  The first name, or initial, of the employee.

    7

    Last Name

    20

    Optional. The employee’s last name.

    8

    Hired Date

    10

    Optional. The date when the employee has hired – dd/mm/yyyy.

    9

    Shift

    6

    Optional. The shift code of the shift that the employee should be processed with.

    10

    Company

    30

    Optional. Places the employee in a particular company, from the time/date entered above. You can use either the company number, or the company name (as set in the TNA Configuration module.)  If the company does not exist then it will be created on the fly in the TNA system.

    11

    Branch

    30

    Optional. Places the employee in a particular branch, from the date entered above. You can use either the branch number, or the branch name (as set in the TNA Configuration module.) If the branch does not exist then it will be created on the fly in the TNA system.

    12

    Department

    30

    Optional. Places the employee in a particular department, from the date entered above. You can use either the department number, or the department name (as set in the TNA Configuration module.)  If the department does not exist then it will be created on the fly in the TNA system.

    13

    Cost Centre

    30

    Optional. Places the employee in a particular cost centre, from the date entered above. You can use either the cost centre number, or the cost centre name (as set in the TNA Configuration module.)  If the cost centre does not exist then it will be created on the fly in the TNA system.

    14

    Category

    30

    Optional. Places the employee in a particular category, from the date entered above. You can use either the category number, or the category name (as set in the TNA Configuration module.) If the category does not exist then it will be created on the fly in the TNA system.

    15

    Scale

    30

    Optional. Places the employee in a particular scale, from the date entered above. You can use either the scale number, or the scale name (as set in the TNA Configuration module.)  If the scale does not exist then it will be created on the fly in the TNA system.

    16

    Type

    30

    Optional. Places the employee in a particular type, from the date entered above. You can use either the type number, or the type name (as set in the TNA Configuration module.)  If the type does not exist then it will be created on the fly in the TNA system.

    17

    Workgroup

    30

    Optional. Places the employee in a particular workgroup, from the date entered above. You can use either the workgroup number, or the workgroup name (as set in the TNA Configuration module.)  If the workgroup does not exist then it will be created on the fly in the TNA system.

    18

    Job

    30

    Optional. Places the employee in a particular job, from the date entered above. You can use either the job number, or the job name (as set in the TNA Configuration module.)  If the job does not exist then it will be created on the fly in the TNA system.

    19

    ID Number

    20

    Optional. A national identity number for the employee. For example a passport number, or social security number.

    20

    Work Email 60 Optional. The employee's work email address.
    21 Home Email 60 Optional. The employee's work email address.
    22 Termination Date 10 Optional. The employee's termination date - dd/mm/yyyy
    23 Access Rights 30 Optional. Places the employee in a access rights group. You can use either the access rights number, or the description (as set in the TNA Configuration module.)
    24 Payroll Shift Start Date 10 Optional. The date the employee started on the payroll shift  - dd/mm/yyyy
    25 Web Login 60 Optional. The employee's login name for the web interface.
    26 Web Password 10 Optional. The web interface password.
    27 Var1 20 Optional. The first employee variable field (variable fields are in the Other tab in the Employee file).
    28 Var2 20 Optional. The second employee variable field (variable fields are in the Other tab in the Employee file).
    29 Var3 20 Optional. The third employee variable field (variable fields are in the Other tab in the Employee file).
    30 Var4 20 Optional. The fourth employee variable field (variable fields are in the Other tab in the Employee file).
    31 Var5 20 Optional. The fifth employee variable field (variable fields are in the Other tab in the Employee file).
    32 Var6 20 Optional. The sixth employee variable field (variable fields are in the Other tab in the Employee file).
    33 Var7 20 Optional. The seventh employee variable field (variable fields are in the Other tab in the Employee file).
    34 Var8 20 Optional. The eighth employee variable field (variable fields are in the Other tab in the Employee file).
    35 Var9 20 Optional. The ninth employee variable field (variable fields are in the Other tab in the Employee file).
    36 Var10 20 Optional. The tenth employee variable field (variable fields are in the Other tab in the Employee file).
     

    EMP.txt Format

    The record can be up to 281 characters long. The fields are in “fixed positions”, in other words each field has a set start character position and a set maximum number of characters that can be used for each field. There is no inter-field separation character, i.e. no commas between fields.

     

    ImportEmpTXT.jpg

     

    The format used is as follows:

    Description

    Start Character

    Length

    Employee Number

    1

    10

    Employee Pay Number

    11

    10

    Employee Card Number

    21

    10

    Employee First Name

    31

    20

    Employee Surname

    51

    20

    Hired Date (dd/mm/yyyy)

    71

    10

    Shift Code

    81

    6

    Company

    101

    20

    Branch

    121

    20

    Department

    141

    20

    Category

    161

    20

    Cost Centre

    181

    20

    Scale

    201

    20

    Employee Type

    221

    20

    Work Group

    241

    20

    ID Number

    261

    20

     
    • The gap between the Shift Code and the Company field is currently not used.
    • The employee number is considered unique for each employee. This is also the only field which MUST be present in the ASCII text file.
    • If the employee already exists then the data already in CS Time, will simply be updated.  Only those fields which are present will be used for updating. For example, you can update everyone’s Card Number by simply importing a text file containing just the Employee Number and Card number.

    Importing Employee Information

    To import employee information from an ASCII text file, proceed as follows:

    1. Select the Employee option from the File / Import dropdown menu and the Import Employees window will be displayed.


    Employee - 1.png
     

    1. Use the From File select button and select the path and location of particular file from which the information is to be imported.
    2. Select the file Format to be imported. The types of employee information files that can be imported are:
      1. Generic Format– this is for importing the CS Time generic file format.
      2. Emp.txt– this is a CS Time employee information file format.
      3. Knew.txt– this is a Clicks system information file format.
    3. If importing from an Emp.txt file, select the Set name Case to option for the format to be used for Employee names.
    4. Click on the Start button to start the employee import operation. A progress window will be displayed while the system imports the employee information.

     

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    Page last modified 09:41, 19 Feb 2018 by Admin CS Time/TNA Documents > Importing Data > Employees

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