Mapping TWP Employee Data to TimeSimplicity

TimeSimplicity pulls employee data from TimeWorksPlus via an integration. Fields in Employee Setup can be mapped to fields that designate an employees Workgroups and Org Codes in TimeSimplicity. For more information on Workgroups and Org Codes in TimeSimplicity, please see Workgroups and Positions.
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 TimeSimplicity

Likely, 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 Consistent

Because 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 Integration

UPDATE (June, 2018)
With the new Scheduling Management page, you can now define most of the mapping in TimeWorksPlus. The TimeSimplicity Rules tab, described here, will still work however and changes made on either page will be reflected in the other.

The mapping of employee data is done in TimeSimplicity. Viewing this mapping requires your user role in TimeSimplicity to have TimeWorksPlus Integration Setup enabled.
  1. In TimeSimplicity, select Integration Setup under the TimeWorks Plus Integration menu.
  2. Choose the Rules tab. This will display the mapping.
  3. 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.
  4. 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 TimeSimplicity

UPDATE (June, 2018)
TimeSimpicity will now update employee data within moments of any change being made in TimeWorksPlus. This renders the integration scheduling instructions below somewhat obsolete. 

Most 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.
NOTE: Employee Data flows from TimeWorksPlus to TimeSimplicity, but not the reverse. If you change a field in TimeSimplicity, it will not transfer back to TimeWorksPlus.

Integration Options

Multiple Position Codes / Workgroups

Employees 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 Workgroup

When 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.

Effective Dates

When a code/workgoup is imported from TimeWorksPlus, it will only import the currently active value. It will not import previous or future values from Employee Setup. Example: If the integration runs on July 1st, it will only import the Department effective July 1st. If the employee has another Department effective before or after July 1st, it will not import those codes.

Expiration Dates

The TimeSimplicity integration will not expire codes or workgroups. If an employee no longer belongs to a Workgroup or needs a Position code removed, the expiration date needs to be set manually in TimeSimplicity.

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