Bulk Timesheet Actions

Xemplo’s Bulk Actions function allows users to add timesheets in bulk, eliminating the need for workers to submit timesheets through the Xemplo interface. Xemplo administrators can either Bulk Enter or Bulk Import timesheets.

To access bulk timesheet actions, navigate to Timesheets and select Bulk Actions on the left-hand side of the screen.

Please note: When timesheets are added using either of the bulk action methods, they will be created as Approved time.

Choosing which Bulk Action option is right for you

Bulk Enter Timesheet is typically the best option for users who want to add time to Xemplo when worker start and end times have been provided in a non-importable format (such as via email). The Bulk Import option should be used when importing timesheet data from a file (usually exported from another timesheet system).

Bulk Enter Timesheets

When bulk entering timesheets, you can choose either Create By Time or Create By Units, depending on the format of the data provided.

Create by Time  

1. Use the Search Worker function to find the name of the worker for whom you are entering timesheets, and select the worker’s name.
2. You will then see the active assignments associated with this worker. Select the applicable assignment.
3. Enter the timesheet period's start and end dates.
   
   

Once you’ve completed the steps above, a timesheet will be displayed. Fill in the required work type, start and end times, and breaks (if applicable). To duplicate timesheet lines, click the ellipses (...) on the left-hand side of the timesheet line and select Copy Entries to Entire Timesheet. You can also add attachments to the timesheet as needed.

Once the timesheet entry has been finalised, proceed by clicking Submit. After this, timesheets will need to be verified. Alternatively, you can select Submit and Verify, which bypasses the need to verify the timesheets as a separate step.

 
Create By Units

Please note that to use the Create By Units Bulk Entry option, a Pay Category must be configured within the associated assignment. If a Pay Category hasn’t been configured, users will receive an error when trying to proceed.

1. Use the Search Agency function to select the agency associated with the worker for whom you are entering timesheets.
2. Use the Search Engagement function to find the engagement related to the worker for whom you are entering timesheets.
3. Enter the timesheet period's start and end dates.
   
   

Once you’ve completed the steps above, a list of workers and their assignments associated with the selected engagement will be displayed. Fill in the number of units and select the appropriate Pay Category from the drop-down menu. Only Pay Categories enabled in the associated assignment will be available for selection.

Additional worker timesheet lines can be added by using the Plus icon (+) on the left-hand side of the timesheet to duplicate and amend existing lines.

Pay and Charge Rates stipulated within the assignment will be pulled into the timesheet at this point, and you will see the Pay and Charge Rate totals. These rates can also be overridden within the Create By Units timesheet entry if required.

When the timesheets have been prepared to your specifications, click Create Timesheets and then Create.

Bulk Import Timesheets

When bulk importing timesheets, you can choose to import either Timesheet Logs (start and end times) or Total Units (days, hours), depending on the import format you have been provided.

Import Timesheet Logs

Timesheet Logs can be imported using either Fixed Format Timesheet Logs or an Enhanced Import (coming soon).

Importing Fixed Format Timesheet Logs

Importing Fixed Format Timesheet Logs should be used to import a file containing worker start and end times (usually exported from another system that captures time).

1. Select the Agency for which you wish to import time.
2. Select the Host client associated with the assignment you are importing time for (optional).
   
   

Once you’ve completed the above steps, you will be presented with a downloadable Xemplo-compatible template that you can fill in and reimport.

Timesheet Logs Template Fields

The template will export with three lines of data: headings, a data guide that explains how to complete the template, and an example line of data. The data guide and example lines must be deleted, and all mandatory fields must be completed before you import the template.

Field Heading	Optional or Mandatory Field	Description
Engagement Number	Mandatory	Can be found in Xemplo (Timesheets > Engagements)
Assignment Number	Mandatory	Can be found in Xemplo (Timesheets > Assignments)
Assignment Name	Optional	Can be found in Xemplo (Timesheets > Assignments)
Job	Optional
Employee Name	Optional
Employee Email	Optional	Can be found in Xemplo (Workers > click on the worker’s file)
Shift Date	Mandatory
Start Time	Mandatory
Break Time	Optional
End Time	Mandatory
Pay Rate	Optional	This field can be used to override the pay rate if required

 

Once completed, the template can be imported into Xemplo using the Load button. After the template has been uploaded, you will see a summary of the information you are about to submit. Changes to the corresponding assignment or engagement can be made at this point if required; however, you will need to Reverify to pull the changes into the uploaded timesheet data. When you are satisfied with the timesheet data, click Create Timesheets and then Create.

Import Total Units

When importing Total Units, you can choose to import using either Fixed Format Total Units or an Enhanced Import.

Fixed Format Total Units

Importing Fixed Format Total Units should be used to import a file that contains fixed units of time (hours, days).

1. Select the Agency for which you wish to import time.
2. Enter the timesheet period's start and end dates.

Once you’ve completed the above steps, Xemplo will present you with a downloadable template that you can fill in and reimport.

Import Total Units Template Fields

The template will export with three lines of data: headings, a data guide explaining how to complete the template, and an example line of data. The data guide and example lines must be deleted, and all mandatory fields must be completed before you import the template.

Field Heading	Optional or Mandatory Field	Description
Assignment Number	Mandatory	Can be found in Xemplo (Timesheets > Assignments)
Worker	Optional
Date	Mandatory	Date of the timesheet entry
Pay Category	Mandatory	The Pay Category name must be entered exactly as it is listed in Xemplo
Pay Rate	Optional	This field can be used to override the pay rate if required
Units	Mandatory	0.5 can be entered to indicate half units
Comments	Optional	Comments included here will be added as comments in the timesheet summary

Once completed, the template can be imported into Xemplo using the Load button. After the template has been uploaded, you will be presented with a summary of the information you are about to submit. Changes to the corresponding assignment or engagement can be made at this point if required; however, you will need to Reverify to incorporate the changes into the uploaded timesheet data. When you are satisfied with the timesheet data, click Create Timesheets and then Create.

Total Units Enhanced Import

The Total Units Enhanced Import option is used to import non-standard timesheet files into Xemplo.

1. Select the Agency for which you wish to import time.
2. Use the Rate Mapping function to configure the relevant pay categories you want to use. You can select up to four pay categories: daily rates, ordinary hours, time and a half, and double time.
3. Xemplo will present you with an import screen. Upload your date, and import your file using the import button
4. Map the incoming fields from your imported file to the corresponding fields in Xemplo, then click Continue.

Once you have completed the above steps, you will be presented with a summary of the information you are attempting to import in a Xemplo-compatible format. If there are any known issues with the data, you will be able to correct them at this point. When you are satisfied with the timesheet data, click Import Timesheet and then Confirm.

After the file has been successfully imported, Xemplo will display the Review Data screen, giving you a final opportunity to review and amend the timesheet data. To proceed with timesheet creation, click Create Timesheets and then Create.