IN BRIEF
Generic export files allow you to export employee Time Clock hours from iClassPro for use with third-party payroll services other than QuickBooks, Express Payroll, or ADP. These exports create CSV files that can be reviewed, edited, and formatted as needed before being imported into your payroll software.
Overview
Generic Time Clock exports help businesses transfer employee hours from iClassPro to payroll providers that do not have a dedicated iClassPro export option. These exports generate CSV files, which can be opened in spreadsheet software and adjusted as needed for import into a third-party payroll system.
Generic exports use two different approaches:
- Exporting entries by pay period
- Exporting entries by date
Each export type includes different information, depending on how your payroll provider needs the employee hours organized. If your payroll software requires additional fields, those fields must be added and formatted manually after the export file is generated.
Accessing the Feature
- From the main navigation menu, access the Time Clock area where employee time entries are managed.
- Locate the Time Clock export options.
- Select the generic export option that matches the format needed by your payroll provider.
Step-by-Step Instructions
- Review your payroll provider’s import requirements.
- Confirm whether the payroll provider needs employee hours grouped by pay period or listed by individual date.
- Check whether the payroll provider requires any additional columns, fields, or formatting before import.
- Choose the generic export format that matches your payroll process.
- By Pay Period: Groups employee hours by employee and position for the selected pay period.
- By Date: Lists each Time Clock entry by employee, position, date, and duration.
- Generate the generic CSV export.
- The System creates a CSV file using the selected export method.
- CSV files can be opened in spreadsheet software for review or editing.
- Review the exported file before importing it into your payroll software.
- Confirm that employee names, positions, hours, dates, and durations appear as expected.
- Add or reformat any additional fields required by your payroll provider.
Exporting entries by pay period
When you generate a generic CSV file by pay period, the file includes the following information:
- Employee
- Position
- Regular hours
- Overtime hours
If the same employee worked in multiple positions, roles, or titles during the pay period, the System generates one row for each position.
For example, an employee who worked as both a front desk staff member and a coach would appear on separate rows for each position.
Exporting entries by date
When you generate a generic CSV file by date, the file includes the following information:
- Employee
- Position
- Date
- Duration
This format provides a list of the duration of each Time Clock entry for every employee.
Additional Options
Regardless of which export method you choose, the following options are available:
-
Show Location: Includes a column showing the Location linked with the staff member’s Time Clock entry or entries.
- If the Location was made inactive after the Time Clock entry was created, the phrase "Inactive" will be appended to the Location name.
- Show Staff Time Clock ID: Includes a column showing the Staff Time Clock ID connected with the staff member.
These columns are inserted before the Employee column in the export file.
Troubleshooting & FAQs
-
Who should use generic Time Clock exports?
- Businesses using payroll services other than QuickBooks or ADP should use one of the generic export files to export employee hours from iClassPro.
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What file type does the generic export create?
- The generic export creates a CSV file. CSV files can be opened in spreadsheet software and edited before being imported into a third-party payroll system.
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Why does the same employee appear on more than one row in the pay period export?
- If an employee worked in multiple positions, roles, or titles during the pay period, the System generates one row for each position.
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Why does "Inactive" appear next to a Location name in the export?
- If the Location was made inactive after the Time Clock entry was created, the System appends "Inactive" to the Location name.
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What should I do if my payroll software requires additional fields?
- Add and format any additional required fields manually in the CSV file before importing it into your payroll software.