Importing New Time Clock Employees

You can import your new users into your employee time clock software by either creating a comma separated value (CSV) text file or exporting your employee list from QuickBooks. Let's talk about importing a CSV file. You can use a spreadsheet program like Excel and Numbers, or a text editor like Notepad and TextEdit to create and format the import file. You accounting program may also be able to export a list of employee names. Each line within the file represents a user and each comma within a line represents a field for that user. 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

Unused fields may be empty as long as each line contains exactly 12 commas separating the 13 fields. Passwords must be unique. Virtual TimeClock will check the import file for duplicate passwords and compare passwords in the import file to the passwords for existing time clock users. If you're importing users into departments, the departments must already be set up in Virtual TimeClock with the exact department name.

Happy importing!


Jeff
Tier 2 Tech Support
Redcort Software Inc.

Importing Time Clock Users

It's easy to add new Virtual TimeClock users when you have the appropriate security privileges. You may need to add a new employee to your time clock software so they can start recording work entries, or you may need to add a new manager to the time clock so they can begin to monitor their worker's activities. Of course, time clock administrators have unlimited access to all time clock functions. So what do you do if you want a manager to be able to add new users but you don't want to give them full administrative access? Importing users may be the solution.

You can import users at any time by creating a CSV (comma separated value) file. You can use Excel or a text editor to create and format the import file. Each line within the file represents a user and each comma within the line represents a field for that user.

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

Unused fields may be empty as long as each line contains exactly 12 commas separating the 13 fields. Each password must be unique, and in order for the new user to be assigned to a department, the department must already exist.

Now a manager can set up a new user so they can begin using your employee time clock without giving them access to the Users list window.

Jeff Morrow

Technical Support Team

Redcort Software

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

Redcort Software