This article explains
- using Employee Setup fields in TimeWorksPlus to organize the employees in TimeSimplicity.
- where to find the mapping rules in TimeSimplicity.
- key details about how the data is updated when changes are made.
Select the Employee Setup Data to be Sent to TimeSimplicityLikely, your account has already been setup and the data fields mapped, but here is an explanation of how that mapping was chosen.
What are the Workgroups? TimeSimplicity uses Workgroups to organize employees. A Workgroup often correlates to an Employee Setup field in TimeWorksPlus, like Department, or Location. Example: Employees in the "Front Line" TWP Department belong to the "Front Line" TS Workgroup.
When you add a new employee to TimeWorksPlus, it is important to know which field in TWP will dictate their TimeSimplicity Workgroup. Example: If Department dictates their Workgroup, then you need to add a valid Workgroup code in that field in order for them to be scheduled.
What are the Positions? TimeSimplicity also uses Positions to designate the type of job an employee can work. Ex. Only employees who have "Cashier" as one of their designated Positions can work a "Cashier" shift. Positions are required by TimeSimplicity and correlate to a field in Employee Setup like Home1, Department or Title.
Workgroups and Positions are the minimum fields necessary for scheduling and TimeSimplicity, but it is possible to map additional fields as well through the integration, like Location or Shift.
Keep the Names ConsistentBecause TimeSimplicity will import whatever value is entered in TimeWorksPlus, it is important to make sure the values are entered the same way for each employee. Example: "Lifeguard" and "Life Guard" would be two different Position codes in the system. If you were trying to schedule a "Lifeguard", you would not be able to schedule someone with the "Life Guard" Position. The same would hold true for Workgroups. "Nursing" would be a different Workgroup from "Nurses". So when you are adding employees in TimeWorksPlus, make sure the values entered in Employee Setup fields always match how they appear in other employee fields.
Mapping Fields for the IntegrationThe mapping of employee data is done in TimeSimplicity. Viewing this mapping requires your user role in TimeSimplicity to have TimeWorksPlus Integration Setup enabled.
- In TimeSimplicity, select Integration Setup under the TimeWorks Plus Integration menu.
- Choose the Rules tab. This will display the mapping.
- Under Workgroup Mapping and Position Mapping there are dropdowns displaying which field in TimeWorksPlus corresponds to these groupings. Caution: Changing the mapping can prevent you from creating schedules.
- If you make any changes to the mapping, make sure you Save the changes.
Additional fields can be mapped on this page. These fields may or may not apply to your account based on how your Scheduling process was setup.
Updating Employee Data in TimeSimplicityMost integrated TimeSimplicity accounts have an automatic update scheduled in the Integration Setup. This schedule can be viewed on the Data Push/Pull Times tab. You can also run a manual update as well. To do this, in TimeSimplicity, select Run Integration under the TimeWorks Plus Integration menu. From there you can run the following import routines:
- Import Codes queries all mapped fields in TimeWorksPlus and imports any newly created codes from Employee Setup
- Import Employees pulls over any new employees added in TWP.
- Import Org Assignments updates or adds any mapped fields to an employee based on TWP Employee Setup.
Multiple Position Codes / WorkgroupsEmployees in TimeSimplicity can have one Home Position Code/Workgroup and multiple Secondary Position Codes/Workgroups. However, the integration will only import one value per Position Code/Workgroup. Example: If an employee is a member of multiple Workgroups, only one Workgroup assignment can be imported through the integration. Additional Workgroups need to be manually assigned in TimeSimplicity.
Import as Home Code/Home WorkgroupWhen the integration runs, you have the option of importing a new value as the Home value. This is designated in the Integration Setup page of TimeSimplicity by selecting the Always Assign Codes as Home option.
- When set to Yes, any new code/workgroup will be designated Home and the existing code/workgroup will be changed to Secondary.
- When set to No, any new code/workgroup will be designated as Secondary and the existing Home code will remain Home.