Leapsome's Time Tracking module offers to track employees' work hours even if the tracking is done externally and outside of the platform. This is a great alternative and a simple solution to integrating the Time Tracking module with external tools.
Table of Contents
How is it done?
Populating the Excel file with working hours
Uploading the hours worked file
Common reasons for errors after uploading a file
Viewing imported results
How is it done?
Your employees might be tracking their working hours externally (outside of Leapsome), however, you'd still like these hours to be reflected in Leapsome. This can be achieved by the following flow:
- Employees collect their hours in an Excel file and share it with Leapsome's Super-admins and/or Time Tracking admins
- Super-admins and/or Time Tracking admins receive an Excel file and upload it to Leapsome
- Logged working hours can then be checked by the employee to ensure they are reflected correctly
Populating the Excel file with working hours
To upload the respective Excel file to Leapsome, a Super-admin or a Time Tracking module's admin can navigate to 'Settings' > 'Integrations and imports' > 'Excel imports' > in the type of import, select 'Time tracked' > click on 'Download template'. The template will contain columns:
- Email - email of the user (needs to be a Leapsome user).
- Date - adhere to the format DD-MM-YYYY (e.g. 01-11-2024).
- Clock in - time entered should follow the format in hh:mm (e.g. 08:00). Add a time for when work entry starts.
- Clock out - time entered should follow the format in hh:mm (e.g. 17:00). Add a time for when work entry ends.
- Break time - break time during the time entry. If there was no break, enter 0 or leave blank.
- Comment (optional field) - can be used to enter a brief note about the time entry (for example: 'left early to attend a dentist's appointment).
Each row in the template corresponds to a one-time entry per employee. To add multiple time entries for an employee (even for the same day), please use multiple rows. Gaps between entries for the same user on the same day will be treated as breaks.
Please note: Time tracked will only be imported for employees with an active Time Tracking policy and a timesheet for the respective time. Time tracked won’t be imported for already approved timesheets.
Once the Excel file is configured correctly, upload it to Leapsome by clicking on 'Upload file'.
Uploading the hours worked file
When the file is uploaded and before the import is confirmed, you'll have a chance to review the import in the preview below. If any errors or invalid details are included in the uploaded file, you'll see the corresponding warning messages next to the affected cells in the preview tables. Alternatively, you can simply filter the preview for statuses 'Valid', 'Warning' or 'Error'. If no errors are shown, you can safely confirm the import.
Common reasons for errors after uploading a file
- A user tries to import time tracked for an employee without an active Time Tracking policy (time tracked can only be imported for employees with an active time tracking policy)
- A user tries to import time tracked for an employee with a submitted or approved timesheet for that date
- A user tries to import time tracked of unmet break rules as per the Time Tracking policy
Viewing imported results
The Time Tracking timesheets will be filed with the imported data. You can see this by navigating to 'Time Tracking' > 'Employee timesheets' or 'My timesheets' if you uploaded your own hours worked. Manually uploaded hours will appear identically to those tracked directly in Leapsome.