Data Sync - TWP to TimeSimplicity

TimeSimplicity and TimeWorksPlus exchange data via an integration that is enabled with the Scheduling Management page in TimeWorksPlus. Once this integration is setup, the following data will be updated between the system within moments:

Data Passed from TimeWorksPlus to TimeSimplicity

  • Employee Setup "Codes" that are mapped to Workgroups, Positions, Shift, etc. in TimeSimplicity.
  • Employees, including their name, employee code, phone, email, etc.*
  • Org Assignments, which is how Codes imported from Employee Setup are tied to employees.
  • Time Off Requests. Only approved time off requests are imported to TimeSimplicity.

Data Passed from TimeSimplicity to TimeWorksPlus

  • Published Schedules will be visible when schedules are viewed on the time card.
Whenever a change is made in one system, the other system will update within moments, often in seconds.
Example of how data is exchanged between TimeWorksPlus and TimeSimplicity:
If you change an employee's Title in TimeWorksPlus, then their Position in TimeSimplicity will change within seconds. It is possible to have a different field mapped to Position, but Title is generally the chosen field. 

When a change is made to a mapped field in TWP, the corresponding field in TS will change immediately.

Because Title is mapped to Position, the employee now has a new Position Code in TimeSimplicity

Preparing TimeWorksPlus Data for TimeSimplicity

Prior to implementing a TimeSimplicity account, first you will need to consider your client's scheduling process and then structure the employee data in TimeWorksPlus to facilitate that process. This essentially involves choosing Employee Setup fields that will generate Workgroups and Position Codes in TimeSimplicity. (A more thorough explanation of Workgroups and Position Codes can be found in the article titled Workgroup and Position Codes.) 

VIDEO: Data Prep for TimeSimplicity

You can choose watch a video explaining the steps outlined in this article, or follow the instructions below.

Data Prep for TimeSimplicity from Payrollservers Support on Vimeo.

The following is a checklist for preparing your client's TimeWorksPlus data and should be done before provisioning a TimeSimplicity account.

1- Define Your Field Mapping

TimeSimplicity's value comes from using Workgroups and Codes to automate the scheduling process. In some cases, this can be as simple as using Departments in TimeWorksPlus to define Workgroups in TimeSimplicity and Title in TimeWorksPlus to assign Positions in TimeSimplicity, but before you create a TimeSimplicity account, it is best to hammer out that mapping with your client. Enlisting the help of SwipeClock's Professional Services department on the first few implementations can help educate you on this process.
It's also helpful to determine if you client will need any of the following special features:
  • Certifications for tracking required licenses or skills as a condition for scheduling.
  • Minor Rules which are used to apply age specific rules to employees.
  • Workgroup Specific Position Codes necessary to create a "parent/child" relationship between Workgroups and Positions.

Why is Field Mapping Important?

The integration defines many of the organizational structures in TimeSimplicity. It's much easier to have these structures planned in advance rather than hashing out the process after you have setup the integration.

2- Check Employee Setup for Consistent Values

Check that all your TimeWorksPlus Employee Setup data uses consistent terms for any fields used by TimeSimplicity. In other words, make sure all the Departments, Titles, Locations, etc. are spelled consistently. For example, if your client has an "Operations" department, it should always be listed as "Operations", not as "Operations" for some and "Ops" for others.

TIP: To quickly identify variations in your values, go to Employee Setup and sort your columns alphabetically by the clicking the column headers. If you have any variations, they will be more easily recognized.

Employee Setup data in TWP, sorted by Department.
These values should also be no more than 20 characters long.

Why is Consistent Data Important?

TimeSimplicity relies on data derived from Employee Setup to generate data used for scheduling. If the values in TimeWorksPlus are inconsistent, you'll end up with data that needs to be cleaned up in TimeSimplicity. It's much easier to pass the data cleanly the first time. 

3- Check Employee Codes, Start Dates and Duplicates

Every active employee in TimeWorksPlus needs a unique Employee Code and Start Date. 
Terminated employees, employees with no start dates and employees with future start dates will not be exported to TimeSimplicity. If an employee has a start date in the future, they will be integrated and passed to TimeSimplicity on that date.

Every employee in TWP must have a unique Employee Code prior to using Scheduling Management
It is equally important that you remove/deactivate any duplicate employees in TimeWorksPlus.

Why are Codes, Start Dates and Unique Records Important?

TimeSimplicity uses the Employee Code in TimeWorksPlus as its Employee ID. Without it, the integration will not pass the employee into TimeSimplicity.
Also, if there are two versions of the same employee in TimeWorksPlus, there will also be two versions of the employee in TimeSimplicity. This can cause confusion for those creating schedules and possibly cause problems for employees trying to view their schedule.

4- Check that Manager Logins are No More than 20 Characters

Due to character limits in TimeSimplicity, Managers and Supervisors in TimeWorksPlus should have logins of 20 characters or less*. This can be checked in Login Maintenance of TimeWorksPlus.

Login Maintenance, in the Maintenance Menu of TWP, is where you can check the length of logins

If you click a manager's login, you can change their login on their config page
*TimeWorksPlus now enforces a 20 character limit on manager logins, but in case any logins were created prior to this change, you will want to check Login Maintenance.

Why is the Character Limit Important?

TimeSimplicity imposes some character limits on various fields, including a 20 character limit on Employee IDs. Unlike employees, the TimeSimplicity ID for managers and supervisors is their login name in TimeWorksPlus, which is subject to a character limit.

When managers are integrated to TimeSimplicity, their TWP login
becomes their TS ID
Since it's rare for employees to have an Employee Code longer than 20 characters, this TimeSimplicity ID limit is rarely a problem for employees, just managers and supervisors.

Data Sync Rules in TimeSimplicity

After completing the preparatory steps in the previous section, you can continue with the TimeSimplicity implementation process, but there are a few items related to the integration of which you and the client should be aware.

*Employee Data Originates in TimeWorksPlus

Do not manually add employees to TimeSimplicity. It is important to let the integration populate employee data first. Failure to do so will result in duplicate employees and cause problems with the scheduling process.

Scheduling the Integration

Technically, you do not need to schedule the integration, but originally, when we first released the TWP to TS integration, you did have to schedule the integration.

Scheduling the integration is done in TimeSimplicity using the TimeWorksPlus Integration menu. When you view this tab, it will reflect the settings defined in TimeWorksPlus. This page also contains some additional settings related to the integration.

Checking for Integration Errors

If you choose the "Run Integrations" option in TimeSimplicity, you can view a log of the data sync and also manually run the integration. The log will detail any errors, like if a schedule failed to be sent to TimeWorksPlus.

The integrations page in TimeSimplicity still shows a record of the data sync between the two systems

For more on TimeWorksPlus Integration page in TimeSimplicity, please see the article Running the TimeWorksPlus - TimeSimplicity Integration.

TimeSimplicity Integration Rules

While Scheduling Management in TimeWorksPlus takes care of much of the data mapping between the two systems, there are still some settings on the TimeSimplicity side you may need to adjust.

There are three additional rules you can set in TimeSimplicity, related to the integration
  • Import Email Address and Import Phone Number allow you to override the contact information contained in TimeWorksPlus and manually enter the email and phone for each employee in TimeSimplicity.
  • On Time Off and Schedule Conflict decides what is done when an approved time off requests conflicts with a scheduled shift:
    • Create Notification Message means the manager will see a message on their TimeSimplicity Dashboard
    • Move Scheduled Shift to Open moves the shift to "Open" status, meaning it can be assigned to another employee by the manager or, picked up by an eligible employee.
    • Delete Scheduled Shift will do just that. This is generally not recommended.

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