Attendance Import
The attendance import allows you to import time tracking data for employees into the system. This is particularly useful when transferring historical data or switching systems.
Data import is only available with a paid subscription.
When importing attendance data, you can only import data for one single user at a time. Proceed with extreme care, as incorrect data can affect time recording.
Access
Navigate to General → Data → Imports and select "Attendance" as the import type.
Prerequisites
Before importing attendance data, ensure that:
- The employee already exists in the system
- The employee is assigned to a location with valid country and state (for correct holiday calculation)
- A correct working time model is assigned to the employee
- No bookings already exist for the days to be imported
- Projects (if used) are already created in the system
Excel Template
The attendance import template contains the following fields:
Required Fields
- E-Mail - Employee's email address (must exist in the system)
- Identifier - Type of booking (see allowed values below)
- Date - Date of booking (Format: DD.MM.YYYY)
- Start - Start time (Format: HH:MM)
- End - End time (Format: HH:MM)
Optional Fields
- Project - Project name or project number (must exist in the system)
Allowed Identifiers
The allowed identifiers correspond to those defined under Settings → Attendance and Absence → Attendance → Booking Identifiers. Standard available identifiers:
- Manual Entry (Manuelle Erfassung) - Standard working time booking
- Home Office - Work from home
Additionally, the system automatically recognizes:
- Break (Pause) - Recognized by the system when "Pause" is entered (no separate booking identifier needed)
Use only the exact names of the booking identifiers configured in your system. These may differ from the default values if customized.
Important Notes
- Check before import whether bookings already exist for the relevant days
- Overlapping time periods will cause errors
- The import will be cancelled in case of conflicts
Format Requirements
- Date: Format DD.MM.YYYY (e.g. 20.04.2024)
- Times: Format HH:MM in 24-hour format (e.g. 08:00, 17:30)
- E-Mail: Must exactly match the email stored in the system
- Chronology: Bookings for one day must follow chronologically
Import Process
-
Download Template
- Download the attendance template
- The template contains sample data for guidance
-
Enter Data
- Enter all bookings for one single employee
- Pay attention to chronological order of times
- Breaks must be between working times
-
Upload File
- Upload the file
- The system automatically checks for conflicts
Sample Data
| Identifier | Date | Start | End | Project | |
|---|---|---|---|---|---|
| [email protected] | Home Office | 20.04.2024 | 08:00 | 12:00 | Projekt 123 |
| [email protected] | Pause | 20.04.2024 | 12:00 | 13:00 | |
| [email protected] | Home Office | 20.04.2024 | 13:00 | 16:58 | Projekt 1234 |
| [email protected] | Manuelle Erfassung | 21.04.2024 | 08:03 | 12:06 | |
| [email protected] | Pause | 21.04.2024 | 12:06 | 13:00 | |
| [email protected] | Manuelle Erfassung | 21.04.2024 | 13:00 | 17:17 |
Error Handling
Common Errors
| Error Message | Cause | Solution |
|---|---|---|
| "Employee not found" | Email doesn't exist in system | Create employee first |
| "Overlap found" | Time periods overlap | Correct times |
| "Booking already exists" | Bookings already exist for this day | Delete existing bookings or choose different day |
| "Invalid identifier" | Unauthorized booking type | Use only allowed identifiers |
| "Project not found" | Project doesn't exist | Create project first or leave field empty |
| "Invalid time format" | Wrong time or date format | Check format (HH:MM or DD.MM.YYYY) |
| "No working time model" | Employee has no working time model | Assign working time model |
After Import
- Check imported times in time tracking
- Verify daily and weekly totals
- Check holiday calculations
- Validate break times
Tips
-
Import data monthly for better overview
-
Start with a test import for a few days
-
Document imported periods
-
Check holidays before import
-
Don't leave gaps between bookings (except intended breaks)
-
Location with country/state must be correct for holidays
-
Working time model determines target times and overtime
-
Break regulations are taken from the working time model
Back to Import Overview →