Importing Hours Worked

How do I Import Hours Worked for my Employees?

Purpose: To show you how to import hours worked for your employees into BambooHR.

Import Hours

Navigate to Settings, select "Account" on the left side and click on "Import Hours." To start a new hour import, click "New Hour Import."

Upload File

First, you will need to download the template file to ensure all information is organized correctly before import. Once your template file is set up, click "Select File" to upload. Once the file is uploaded, click "Next Step" to move on to match the fields.

Please note the highlighted fields in the screenshot above are required in order for the import to work properly.

What Fields are Included in the Template File?

The following fields will appear in the template file:

  • Employee #*
  • Time Entry ID (unique)* - This will be a unique identifier for each individual amount of time the employee worked. For example, an employee clocks in at 8 am and works until lunch at 12 pm, then clocks in again at 1 pm and works until 5 pm. Then the employee will have two separate time entries of 4 hours. Each entry will have a unique time entry ID. If corrections need to be made to a specific time entry, you will need to import the corrections with the same Time Entry ID as used before in order to replace the previous entry. If a change is made, BambooHR will automatically recalculate the time off accrual based on the new amount of hours worked.
  • Division - This will not import into the Job Information table.
  • Department - This will not import into the Job Information table.
  • Job title - This will not import into the Job Information table.
  • Pay Code - Can be used for accounting purposes to differentiate hours worked, if needed. Must be numeric and 6 digits or less.
  • Hours Worked Date*
  • Pay Rate - Can be different than designated pay rate in the Compensation table. 7 digit maximum.
  • Rate Type (Reg or OT)* - This determines if the hours worked are regular hours or overtime hours.
  • Hours Worked*
  • Job Data 1 - Can be used for accounting purposes to differentiate hours worked, if needed. 20 character maximum field length.
  • Job Data 2 - Can be used for accounting purposes to differentiate hours worked, if needed. 20 character maximum field length.
  • Job Data 3 - Can be used for accounting purposes to differentiate hours worked, if needed. 20 character maximum field length.
  • Job Data 4 - Can be used for accounting purposes to differentiate hours worked, if needed. 20 character maximum field length.
  • Delete - This column can be used if hours worked have been imported incorrectly. Simply add "Delete" next to the row(s) incorrectly imported and the importer will automatically delete the hours worked associated with that row in the spreadsheet.

* An asterisk indicates a required field for import.

Match Fields

If you download the template file originally to organize your data, the fields should automatically match up with the fields in BambooHR. Otherwise, you will need to match the name of the column in the "Import File Column" to the correct "BambooHR Field." The Sample Data column will give you an example of which data in your spreadsheet is being mapped to each field in BambooHR.

If you are not importing an optional field, simply click the "x" next to the field name to not include it in the import. Once you have properly matched the fields, click "Next Step" to see the import results.

Results

If your import is successful, you will see a success message. If your import was not successful, you will see an error message. Simply click "Full Import Results" to see the imported information. A reason for each error will appear in the "Result" column for that specific row of data. If you do receive an error, you will need to update that specific row of data and reimport.

Can I View Previous Hours Worked Imports?

To view previous hours worked imports, simply navigate to the hours importer and view the history of imports. Hover over the specific import you'd like to view and an option to "View Import Results" will pop-up.

You will then be able to see the import results of that specific hours import. Additionally, if you want to see more detailed employee information regarding the previous imports, which can be filtered by date range, check out the Time Tracking Summary report.


What's Next?

Would you like to learn more about the Time Tracking Summary report?

Do you need to set up a time off policy based on hours worked?

Are you planning to use our open API for Time Tracking?