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Employees

1. Employee Information Formats
1. 1.1. CS Time Generic Format
2. 1.2. EMP.txt Format
2. Importing Employee Information

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

CONTENT

1. Employee Information Formats
1. 1.1. CS Time Generic Format
2. 1.2. EMP.txt Format
2. Importing Employee Information

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.

The layout below is based on the latest version of the software. Some of the later fields may not be available in older versions.

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).
37	PostalAddress1	30	Optional. The first line of the employee's postal address.
38	PostalAddress2	30	Optional. The second line of the employee's postal address.
39	PostalAddress3	30	Optional. The third line of the employee's postal address.
40	PostalAddress4	30	Optional. The fourth line of the employee's postal address.
41	ResidentialAddress1	30	Optional. The first line of the employee's residential address.
42	ResidentialAddress2	30	Optional. The second line of the employee's residential address.
43	ResidentialAddress3	30	Optional. The third line of the employee's residential address.
44	ResidentialAddress4	30	Optional. The fourth line of the employee's residential address.
45	Phone	21	Optional. The employee's phone number.
46	Mobile	20	Optional. The employee's mobile phone number.

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.

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:

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

Use the From File select button and select the path and location of particular file from which the information is to be imported.
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.
If importing from an Emp.txt file, select the Set name Case to option for the format to be used for Employee names.
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, 5 Sep 2018 by Admin CS Time/TNA Documents > Importing Data > Employees

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Employee - 1.png No description	19.7 kB	14:51, 17 Mar 2014	cay-lynne	Actions Attach new version Edit description Move/rename Delete
ImportEmpTXT.jpg No description	25.99 kB	13:15, 29 Nov 2011	Careen	Actions Attach new version Edit description Move/rename Delete
ImportGenericEmps.jpg No description	29.6 kB	13:15, 29 Nov 2011	Careen	Actions Attach new version Edit description Move/rename Delete