Time: Time Entries Import

Table of Contents

• DSPTCH Time Entry Import Template
• Navigating to the Time Page
• Filling out the DSPTCH Time Entry Import Template
• Creating a Time Entry Import
• Potential Errors & Troubleshooting

DSPTCH Time Entry Import Template

DSPTCH only accepts a strict file format for the Time Entries Import.

Download the Time Entry Import Template here.

There are several column names required in the Time Entry Import Template:

• Payroll ID (Required):
  • The Payroll ID number from the User's Company Profile
  • For instructions on locating the Payroll ID, please watch the video below
• Start Time (Required):
  • Start time of Time Entry
• End Time (Required):
  • End time of Time Entry
• Timecode (Required):
  • The name of the Timecode associated with the Time Entry
• Job ID (Optional):
  • The Job ID that matches the relevant Job Card in DSPTCH. The Job ID is automatically generated by DSPTCH and is the digits before the Job Name on the Job Card (highlighted in the red box in the image below):

    • 

• State (Required):
  • The State which the Time Entry was completed in. It is required to use the two letter state abbreviation (USPS State Abbreviations)
• Description (Optional):
  • A textual description of the work

How to Locate the Payroll ID

First, click on the Time Tab from the main navigation bar at the top of the screen. Then, locate the relevant User from the list of Users in your Company and click on their profile. Scroll down to the Employment Details Section in their Profile and locate their Payroll ID.

Please see the video below for a demonstration:

Filling out the DSPTCH Time Entry Import Template

The following screenshot is an example of a properly filled our DSPTCH Time Entry Import Template:

A few things to note:

• Time Entries for the same payroll_id cannot overlap
• For the start_time and end_time column, the time must be in the following format:
  • YYYY-MM-DDThh:mm:ss
    • Enter yyyy-mm-dd"T"hh:mm:ss into Excel’s Custom Format field to display your time data in this format.
• For the timecode column, the Time Code must be created (and spelled exactly as it appears in DSPTCH) in Time Settings
  • For instruction on how to create Time Codes, read our help document here.

Navigating to the Time Page

To navigate to the Time Page, click the Time tab from the main navigation bar at the top of the screen. This will open a list of all Users in your Company and their Time Entries for a given Pay Period. To open a different Pay Period use the forward or back arrow at the top right of the screen.

See the video below for a demonstration:

Creating a Time Entry Import

From the Time Page, click the "New Import" Button followed by the "+ New Time Entries Import" Button. This will open the Create New Time Entries Import Page. Click the "Choose File" Button and select the CSV file for the Time Entry. Lastly, click "Save" and allow DSPTCH a few moments to process the import.

Please see the video below for a demonstration:

Potential Errors & Troubleshooting

Row # has no active Employee found with Payroll ID: ### for company during this Pay Period.

Troubleshooting Steps:

• Ensure that all Users included in the Time Entry file in DSPTCH have the appropriate Payroll ID set up in their User Profile.
• For instructions on how to set up an Employee's Payroll ID, read our documentation here.

Row # could not find the Timecode: # for company from Timecode.

Troubleshooting Steps:

• Ensure that all Timecodes included in the Time Entry file are set up in DSPTCH
• For instructions on how to setup an Timecode, read our documentation here.

Row # could not find a job with matching Job ID: [Job Name] from Job ID.

Troubleshooting Steps:

• Ensure that all Jobs included in the Time Entry file in DSPTCH have the appropriate Job ID set up.
• For instructions on how to set up a Job Name or External ID read our documentation here.

Row # has a validation error on column Start Time: must be after pay period start.

Troubleshooting Steps:

• Ensure that all Time Entries included in the file take place within the Pay Period that is actively selected on the DSPTCH Time Tab
• For instructions on how to change the active Pay Period, please see the video down below:

Row # could not find a position on job with id #### for user from Job ID.

Troubleshooting Steps:

• Ensure that all Employees included in the Time Entry file are assigned to a Position during the active Pay Period.
• For instructions on how to assign an Employee to a Position, please read our documentation here.

Row # has an invalid state abbreviation in column State.

Troubleshooting Steps:

• Ensure that all values in the State column included in the Time Entries file are listed as a two letter abbreviation.
• For the proper two letter state abbreviations, please reference the USPS State Abbreviations list.

Row # has a validation error on column End Time: conflicts with another time entry with time range [Time Range]

Troubleshooting Steps:

• Before uploading the Time Entries file, ensure that there are no existing Time Entries in DSPTCH that will conflict with the data being uploaded.
• For instructions on how to delete existing Time Entries, please read our documentation here.

Row # has a validation error on column base: Time Card is locked.

Troubleshooting Steps:

• Select all Users with locked time cards for the time period using the checkbox to the left of their name, or the "Select All" checkbox at the top left of the list.
• Click the "Bulk Actions" Dropdown Button and then click "Unlock Time Cards"
• After the action is successfully completed, retry uploading the file.

Row # contains a time entry that overlaps with another entry in this import.

Troubleshooting Steps:

• Locate the row in the Bulk Time Entry File and confirm that it does not overlap with another Time Entry for the same Payroll ID.
• If overlapping Time Entries exist for the same Payroll ID, edit the file to correct the conflict.
• After the action is successfully completed, retry uploading the file.