When uploading staffing files, you will receive feedback about any errors that were found during validation. If a file fails validation, it will not be processed. You can review previously uploaded files and any related errors by navigating to the Staffing tab at Admin Settings > File Upload Status.
The possible errors are listed below that will result in failed validation.
Invalid characters, like symbols and letters within a timestamp; hours greater than 24; minutes greater than 60, etc
Start after end
Clock-in time listed on a given entry is after the Clock-out time
There is no entry for a required field
Hours overlaps previous shift
The start timestamp for a shift for employee XXX is before the end timestamp of another shift for employee XXX
Employee name inconsistent
For the same Employee ID, you have two different staff names
Wrong number of columns
The number of columns in the uploaded file do not match the configuration specified in Admin > File Upload Configuration
Other conditions are listed below for which the system will pass through validation, sometimes by making an assumption.
Missing clock-out time
If a clock‐out time is not provided (eg. if an employee forgot to clock out), the system assumes an employee worked until the end of that day’s configured store hours.
Hours over day boundaries
Hours spanning day boundaries are supported, for example: SAN454,300,Peter Smith,2020-09-21 18:00:00,2020-09-22 04:30:00
If the clock-in time is 00:00:00, the labor hours will start from midnight when viewing 24 hours period and from store opening time when store hours period is selected.
Zero clock-in and clock-out times
If the clock-in and clock-out times are both 00:00:00 for a line in the staffing file, the system processes the file and that employee will not have any labor hours for that day.
Same clock-in and clock-out times
If the clock-in and clock-out times are the same for an entry, that entry will be skipped during processing and the rest of the file will process as usual.
Employees with same name, but different IDs
Two separate entries will be created.
Store not found
Warning will be shown
Overlapping Entries in a File
The Combine overlapping shifts checkbox on the File Upload Configuration page controls what happens if there are overlapping entries for an employee in a single file.
The option is checked by default so when this case occurs, the file will pass validation and any 2 or more shifts in the file that overlap for an employee/store will be combined into a single, larger shift.
For example, say a file contains the following shifts for an employee for one day:
This will result in one shift from 1-8 PM.
The shift can then be corrected in a subsequent file if necessary (see File Re-Upload Handling below).
Alternatively, an admin may choose to uncheck the Combine overlapping shifts option, so that if there are overlapping entries for an employee in a single file, the file will fail validation and will not be processed (see validation error above). Overlapping shifts could be indicative of an issue, so this option is preferred when inaccurate data is a concern and shifts are not corrected in subsequent uploads. By causing the file to fail validation, the issue can be noticed and fixed before incorrect data makes it into the system.
File Re-Upload Handling
When uploading a file in which some or all entries are duplicated or overlap with entries from a previously uploaded file (whether the filenames are the same or not), the behavior is as follows:
Duplicate staff hour entries are ignored: If the clock-in and clock-out dates/times are exactly the same as an existing record for that employee, a new record will not be created.
Entries with hours that overlap existing records' hours will overwrite the existing records: If there is any overlap in the hours between an existing entry and an entry in the new file, a new record will be created and the existing one will be deleted. This is useful if, for example, you need to update an existing record with a new end time. Note that nothing will be kept from the old record in this case (for example, even if the new record is missing a clock-out time, the clock-out time from the old record will not be used).
Entries that do not overlap create new records: If there are entries in a new file that does not overlap with any existing records, then new records will be created.