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HRISAttendance & Time Tracking

Import attendance logs

Prepare and import attendance log files, then review their processing status.

This training manual provides a step-by-step guide on how to import employee attendance logs in the HRIS and Payroll system. This process allows bulk uploading of time records, ensuring accurate tracking of employee attendance and work hours.

Purpose

To help users:

  • Upload attendance logs in bulk
  • Ensure accurate recording of employee time entries
  • Reduce manual encoding of logs
  • Maintain consistency in attendance data

Prerequisites

Before proceeding, ensure you have:

  • Access to the HRIS + Payroll system
  • Permission to import attendance logs
  • Existing employee records in the system
  • Completed raw logs template
  • Valid project site setup if applicable

Step 1: Access the Attendance Module

To begin importing of logs, navigate to the HRIS + payroll application

Once inside HRIS + payroll, locate and click the Attendance module.

Inside the Attendance module, click on DTR (Daily Time Records).

Step 2: Download and Fill Out the Import Template

In the DTR screen, click the Import button located at the right part of the screen. A panel will appear where you can upload the import file.

Prior to importing, review the Raw Logs Import Guidelines by clicking on them. This helps you follow the correct steps and avoid mistakes during the import.

Reminder

  • Do not modify the template header.

Key Points to Remember

  • Date Format: o Ensure that the dates in the import file are in the format (Example: 12/30/2024) .
  • Time Format: o Please ensure that the times in the import file are formatted as (Example: 14:30:00 for 02:30 PM) in 24- hour notation

Required Fields for Import: For an employee record to be successfully imported, the following fields must be present. If any of these fields are missing, the import will not proceed:

  • Employee Code (Ex. G-00001)
  • Date In (Ex: 12/30/2024)
  • Time In (Ex: 08:00:00)
  • Date Out (Ex: 02/30/2024)
  • Time Out (Ex: 17:00:00)

Restrictions on Import:

  • The project site is optional; however, if provided, it must be valid and exist within the system.
  • Avoid leaving empty rows, as the system will interpret them as containing data. Ensure all rows are either fully completed or intentionally excluded.

Step-by-Step Process for Importing:

  1. Download the system-provided import template.
  2. Fill in required fields with valid data
  3. Save the file in the specified format (e.g., CSV).
  4. Upload the file and review any errors flagged by the system.
  5. If the upload fails, carefully review the error message provided by the system and correct any highlighted issues in the file and re-upload.
  6. If the upload success, review raw logs and sync attendance

Additional Notes

  • If the problem persists, contact the system administrator for further assistance.
  • This import is for shift, compressed, and flexi schedules only. User logs from task management cannot be imported here After reviewing the import guidelines, click the Download Template button to obtain the raw logs import template.

Open the downloaded template and fill in all required information according to the import raw logs guidelines.

Step 3: Importing Raw Logs

After completing the template:

  1. Save the file (Ctrl + S). Important: If creating a new file, save it as .CSV.

  2. In the Import Module, click Choose File and select your saved CSV file.

  3. Click Import button to begin importing the employee records.

Step 4: Checking Import File Status

After importing, click View Summary to check the number of records successfully imported versus the records that failed. This will help you identify any errors that need correction.

If any records fail during import, click the Download button in the summary view. This will download a file listing the failed records along with error notifications.

For example, an error might appear like: ["Invalid Project Site Code","Employee doesn't have an assigned project site","Time In must be in HH:MM or HH:MM:SS (24 hour) format."]

Use the downloaded error report file to identify which records failed and review the corresponding error messages. Correct the affected records in your original import file, then save it again as a CSV file before re-importing it into the system. Before uploading, make sure the Error column is empty or removed, as it is only for reviewing validation errors and should not be included in the re-imported file.

Tip: Make sure all required fields are filled correctly and follow the proper formats to avoid repeated errors. If you do not have any project site created, leave the Project Site column blank.

Expected result

  • Attendance logs are imported successfully
  • Employee time records are updated correctly
  • Failed records are identified for correction
  • Logs are ready for syncing to attendance

Troubleshooting

  1. Import failed
  • Check required fields are complete
  1. Invalid time format
  • Ensure format follows 24-hour HH:MM or HH:MM:SS
  1. Employee not found
  • Verify employee code exists
  1. Project site error
  • Confirm the project site is valid, or leave it blank if there is no assigned project site

Notes

  • Always use the official template
  • Do not modify headers
  • Remove blank rows before import
  • Re-import only corrected records

Add attendance logs manually

Enter an attendance log manually for an employee.

Manage raw attendance logs

Edit, delete, void, or re-sync raw attendance logs.

On this page

PurposePrerequisitesStep 1: Access the Attendance ModuleStep 2: Download and Fill Out the Import TemplateStep 3: Importing Raw LogsStep 4: Checking Import File StatusExpected resultTroubleshootingNotes