Friday, May 21, 2010

Importing New Time Clock Software Users

For most companies, it takes just a few minutes to get their new Virtual TimeClock software setup and ready to use. New users can be added manually at anytime. If you have lots of users, you may want to import them directly into your new time and attendance software.

Remember, Virtual TimeClock users include anyone who uses and manages the time clock software. This includes anyone who uses the employee time clock to clock in and out, managers who need to keep an eye on worker activities, and administrators who have access to all time clock software functions.

You can import users by creating a comma separated value (CSV) text file. You can use Excel, Numbers, or a text editor to create and format the import file. Each line within the file represents a user, and each comma represents a different field for that user. Unused fields may be empty as long as the line contains exactly 12 commas separating the 13 fields. Each password must be unique and the department name must already be setup in your time clock program. Create a CSV file using the format below.

Fields are imported in the following order:
Last Name,First Name,Middle Name,Address,City,State,Zip Code,Home Telephone,Employee Number,Social Security Number,Password,Wage,Department Name

  1. From the File menu, choose Import.
  2. Click the Select button and browse to the CSV file you've already created.
  3. Select the file and click Open.
  4. Now click the Import button.
  5. Click OK to confirm that the import was successful.
  6. Add additional user information in the Users list window.

Virtual TimeClock '10 Release 1.1 includes some huge optimizations, including user imports. I saw a user import of 15,000 records go from 2 hours to about a minute. You can take a look at other enhancements in the latest time clock software release notes.

Jeff Morrow
Time Clock Software Specialist

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