Attendance Import

Attendance Import is under Attendance.

The Attendance Import feature in HRPro allows you to import attendance records generated from various attendance devices (such as Finger Scan, Smart Card, Proximity, Bar-code Strip, Magnetic Strip, or Computer Data Input) directly into the HRPro system. This feature ensures that attendance data is accurately captured and integrated into the system for efficient tracking and management.

If you prefer to upload Attendance Records via Web Service, please see Web API for Attendance Import.

Format: The Attendance Import Formats are tailored to the specific import files provided by various attendance devices. You can define up to three attendance import formats in the Attendance Module Setup.

Period to Import: If the Ignored Import Period Checking option in the Attendance Module Setup is not selected, the Period to Import drop-down list will be visible, and only the attendance data within the selected period will be allowed to import.

Delete Existing Period Attendance Records in the Database Before Import: This checkbox is visible only if the Ignored Import Period Checking option in the Attendance Module Setup is not selected. When checked, the attendance records for the entire period that were previously imported will be deleted before importing again.

Please Note:

1. Ensure that the Enable Attendance Record checkbox in the Employee Master, HR Info Tab is checked for employees who need to record their attendance.

2. When re-running the attendance import, the system will not change the in/out times if they differ from the card in/out times. Modified in/out times are protected, and only the card in/out times are updated during the import.

General Purpose Attendance Formats

There are 5 general purpose Attendance Formats based on Excel Files.

1. Format 1 - Excel General (Single Date Time Format)

This format required that the Date and Time information are stored in one column and in Excel's Date Format. 

Sample Excel File: GeneralExcelSingleDateTimeAttendanceFormat.xlsx⇩ 

The column IOMODE (time definition) is optional (See What is In Out Mode?) if omitted, it defaults to 99 (First In, Last Out).

Or you can add a GeneralExcelSingleDateTimeIOMode key in HRPro.config)

Field Mapping

2. Format 2 - Excel General (Date and Time Format)

This format required that the Date and Time information is stored in two separate columns and the Date Column in Excel's Date Format and the Time Column are in MM:SS format 

Sample Excel File: ExcelGeneralDateAndTimeFormat.xlsx⇩

The column IOMODE (time definition) is optional (See What is In Out Mode?) if omitted, it defaults to 99 (First In, Last Out)

Or you can add a GeneralExcelSingleDateTimeIOMode key in HRPro.config)

Field Mapping

3. Format 3 -  Excel General (Multiple Times Format) 

Separate columns for Work In, Work out etc.

Sample Excel File: GeneralExcelAttendanceFormat.xlsx⇩ 

4. Format 43 -  Excel (Timesheet without Time Clock Info)

Like Format 3, the Attendance Import File Format 43. Excel (Timesheet without Time Clock Info) can support a lot of Excel formats, here is one of the examples, (Sample Excel File TimeSheet.xlsx⇩)

The OT (hrs) will distribute to OT Hours (Workday), OT Hours (Rest day), OT Hours (Saturday/Off), OT Hours (SH), OT Hours (PH -SH)  in Attendance Record automatically according to Roster Table/Global Working Hrs/Holiday Table Settings.

5. Format 57-  Excel General [Multiple DateTimes Format]

This format required that the Date and Time information be stored in one column and in Excel's Date Format and Separate columns for Work In, Work out etc.