Timesheet import from a third party provider
Time and attendance software
We integrate with multiple time and attendance software companies that are catered for the New Zealand business environment; these include and are not limited to:
- APT Childcare
- Biotime
- Builda Price
- BundyPlus
- CB Systems
- CleverTime
- Deputy
- Discover
- Fergus
- goRoster
- Humanforce
- iDt group
- Infocare Solutions
- Lauranka
- Lentune
- Loaded
- NextMinute
- PropertySuite
- Rosterit
- StaffSync
- Tātou
- Timble
- Timecloud
- TimeDock
- TimeHub
- MyTimesheets by TimeHub
- TimeTarget
- uAttend
- Workflow max
- Xero Practice Manager (XPM), and more!
If you have any questions regarding the above companies that integrate with us, please call our Solutions team on 0800 10 10 38 Option 2, or email them at solutions@smartly.co.nz
We integrate with multiple time and attendance software companies that support Smartly timesheet import.
If your provider can export a Smartly formatted CSV, you can upload it directly into Smartly.
How to use the 'Timesheet import' feature
To use the Timesheet import feature in Smartly, you would first need your employees' timesheets and/or leave hours in a configured CSV file.
For the timesheet import to work, the file MUST only be in CSV format. To do this, ensure when you save your Excel file, you save it as a Comma delimited (.csv).
If you use one of the above companies to track your employees' hours, you can simply choose Smartly as your export format, and then click Export from your time and attendance company. The CSV file will be all configured for you.
If you do not use one of the above time and attendance companies, do not worry. Simply configure your CSV file following the instructions from the below section, How to configure a CSV file for 'Timesheet import'.
To use Timesheet import in Smartly, you will need a CSV file that includes timesheet and (optionally) leave data in the Smartly timesheet import format.
When saving from Excel, make sure you save the file as a Comma delimited (.csv).
Uploading your file
1. Log into your Smartly site and open Timesheet import from the Pay run options. Make sure there are no unprocessed pays for the pay period.
2. On the Timesheet import landing page, upload your file by clicking to upload or using drag-and-drop.
3. You can upload a single file or multiple files in one action. Files that contain rows for multiple pay groups will be split into their relevant pay groups accordingly when you import from this page.
4. After upload, what you see next depends on whether you have access to one pay group or multiple pay groups.
If you have access to one pay group
If you only have access to one pay group, you will be taken straight to that pay group’s import page after upload.
If you have access to multiple pay groups
If you have access to multiple pay groups, you will see:
- A Latest Import Summary showing overall row counts and any file-level issues (for example, employee not found).
- A Pay Groups table showing each pay group found in the uploaded data, including counts of warnings and errors, and the current status.
Pay groups only appear in this table while their import is Pending (uploaded, not submitted) or Submitted (pays created, but not yet processed). Once the related pay period is processed, that pay group will disappear from the table until your next upload.
Checking results and fixing issues
Review your import results for errors and warnings. Smartly will show clear row-level messages, including success messages and readable names for items such as pay rates and allowances.
If you need to correct issues, use Re-import timesheet to upload a corrected file.
Important: If you upload a file from within a pay group page, it will only process rows for that pay group. Rows for other pay groups will error. If you need to import for multiple pay groups, upload from the landing page
Submitting the import
When you are ready, submit the import from the pay group page.
Submission settings are available using the Settings button in the Latest Import section. Your preferences for leave and warning handling are saved automatically. Pay type and pay period reset to defaults each time.
You will need to provide a Direct Credit Date before you submit so that Smartly can apply the appropriate tax rules.
After submitting
After submitting, a confirmation message will show that pays have been created. You can choose to navigate directly to the pay run, and you may also see alerts or warnings generated during pay creation.
Before processing your pay run, we recommend using Check payroll to review the results.
How to configure a CSV file for 'Timesheet import'.
#50 normal pay
Example:
Employee with the code, JJ, is to be paid their main pay rate (pay rate 1) for 32 hours of work over 4 days.
An employee can also have a second or third pay rate (numbers 2 and 3 respectively).
You can have multiple #50 lines for the employee but the Number of Days Paid should be in the last #50 line.
If the employee has their costing set to Enter at pay time, the department quick code needs to be used.
Example:
You can include multiple #50 lines for an employee. As best practice, keep the Number of Days Paid in the last #50 line for that employee.
Smartly will sum Days Paid across all #50 rows for an employee, so the import is more forgiving if Days Paid is split across multiple rows.
If the employee does not have standard hours, Smartly will validate that Days Paid is present on their #50 rows. If Days Paid is missing, the import will show an error so you can fix it before submitting.
#51 allowances, deductions, and benefits
Example:
Employee with the code, OM, has 10 units of either an allowance, deduction, or benefit with the code 101. To check which one it is, you would need to refer to Company details > Pay components.
Note: The code is set up by the payroll admin under Company details > Pay components.
Smartly will validate that the employee has the allowance configured. If the allowance is not enabled for that employee (and set with a rate), the import will show an error.
To resolve this, enable the allowance for the employee in the Employee Payments screen (including setting a rate), then re-import the file.
Leave and allowance rows can optionally include a Department Reference column to apply department costing. If it is not provided, default costing will be used.
Leave types
Example:
Employee with the code, JJ, took 8 hours of sick leave from 7 July 2023 to 7 July 2023.
Note: For Special leave (#71), a code will be needed after the 'Date to' field. This code is set up by the payroll admin under Company details > Pay components > Special leave.
Leave and allowance rows can optionally include a Department Reference column. If provided, Smartly will apply that department costing. If not provided, Smartly will use default costing.
Important: Very large pay groups or very large files may take a long time to submit. If you experience any issues, try splitting the file or contact Support for guidance.