Timerack Integration

Overview

Timerack is a timeclock integration that aims to help your clients, or your business manage its time. With this integration and TempWorks, you will be able to seamlessly export information to Timerack and then import timecard information directly into Enterprise for payroll.

This article covers the following:

1. Setting Up the Integration
2. Timerack Employee Pin
3. Exporting to Timerack
4. Utilizing the Timerack Portal
5. Manually Importing Timerack Timecards
6. Import Troubleshooting
7. Next Steps

Setting Up the Integration

Open API Custom Integration Security Group

• In order to send the timecard information from the Timerack Portal to TempWorks, users utilizing the Timerack integration will need to be a member of an Open API Custom Integrations Security Group for Timerack.

Timerack Client Key

• To ensure the integration and the export is working correctly, a new Timerack Client Key will need to be added to each Primary Customer record that will be included within the integration via Customer > Custom Data > Timerack Client Key.

Timerack Employee Pin

Employees utilizing the Timerack integration will be provided a 6-digit numerical pin that is used for time punches.

• This pin is set to the dayof the month of birth followed by the last four digits of the employee's SSN.
  • For example, an employee with a birthday of April 7th and an SSN of 111-11-2345 would have a pin of 072345.

In the event you want to set an override for the employee's pin, you can do so by navigating to Beyond > Employee > Custom Data > Timerack Employee Pin Override:

• The override can be set to any combination of 6 numerical digits.
• Once the override is setup within Beyond, the value will then be automatically communicated to Timerack.

You can also conduct an employee enhanced search within Beyond to find employees that have pin overrides:

Exporting to Timerack

The exporting process is fully automated by TempWorks and Timerack.

Utilizing the Timerack Portal

Once the data has been imported into Timerack, you will be able to edit the timecard information including hours, adjustments, pay codes, punches, etc, all directly within the Timerack portal.

Begin by navigating to the Timerack portal and entering your credentials to login:

Once logged into the portal, select the appropriate "Client" (TempWorks Customer) that you are going to be creating timecards for:

Once the "Client" (TempWorks Customer) has been chosen, select the "Timecard" tab at the top:

Within the "Timecard" tab, you will see the employees associated with the customer from the TempWorks import:

To edit a timecard for an employee, select the employee from the list on the left and then select the "Edit Timecard" button to the right:

Enter the information required within the timecard and once finished, select "Save":

Once the timecard information has been saved, continue to work through your remaining employee timecards by choosing the employee from the list and selecting "Edit Timecard".

Once all the timecards have been completed, select the "Reports" tab at the top, select "Last Pay Period" from the "Pay Period" dropdown, and select "Connect to TempWorks":

Once the connection is completed, select "Send to TempWorks" to complete the exporting of the timecards to TempWorks:

Manually Importing Timerack Timecards

Once the export has been run and the information has been sent to Timerack successfully, the Timerack import can be run to import timecards from Timerack.

Navigate to Pay/Bill > Other > Timecard Import and select the "+" to add a new import.

Enter the following:

• Feed Type: Timerack Feed
• Parent Customer: Select the appropriate Parent Customer record.
• Weekend Bill: Select the appropriate Weekend Bill date.
• File Name: Select the appropriate file from your system.

Import Troubleshooting

After sending the timecards to TempWorks, you can check the status of the import from the "Payroll History" screen in Timerack. It’s possible that there were errors and some of the timecards failed to create:

The following are the errors you might see in Timerack when checking the status of an import:

• Error: “You can not insert master table data into the system at this hierarchy level.”
  • Resolution: The service rep is at a hierarchy that does not allow creating timecards. Change hierarchy to the appropriate hierarchy level and re-send the timecards.
• Error: “The Assignment with an Id of 123 could not be found or is not currently visible.”
  • Resolution: The service rep cannot see the assignment from their current hierarchy. Change hierarchy to the appropriate hierarchy level and re-send the timecards.
• Error: “The Assignment with an Id of 123 has a status that does not allow timecards to be created."
  • Resolution: The assignment has a status like “Deleted/Mistakenly Entered” that does not allow creating timecards. Change the assignment status to a status that allows creating timecards (for example, “Complete”) and re-send the timecards.
• Error: “There are currently no open weeks visible.”
  • Resolution: The import creates timecards for the current open week, so if there are no open weeks no timecards will be created.

Additionally, you can enable the option to receive error file via email by navigating to the Reports tab > Payroll Email and selecting the "Receive Error File" checkbox:

Select "Update" to save the changes.

Next Steps

With the timecards imported into TempWorks, now you can continue with the standard Proofing, Payroll, and Invoicing processes:

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