⚙️Create schedules in Flex HRM from external presystems

Requirements for files from the presystem

When you create and export files from the presystem, you need to follow these technical requirements:

• File format: The file must be a text file with a file extension such as .csv, .tsv or .dta.
• File name: We recommend that each file has a unique file name, for example Lon_20230525_01.csv.
• Field delimiter: Use ; (semicolon) or tab as field delimiter in the file.
• Line break: For Flex HRM to be able to read the file, the line break character must be CrLf. This is the standard character for files created in Windows-based systems.
• Character encoding: The character encoding in the file must be UTF-8.
• Header row: We recommend that the top row of the file contains the headers for each field, but this is not a requirement.
  
  

  The schedule file

Field	Req	Data type/format (maximum length)	Content/comment
Company number		Integer (5 chars)	Company number (no/designation/code). This field is used if the file contains schedule records belonging to employees from several different companies.
Employee number	Y	Alphanumeric (10 chars)	Employee number in HRM to which the schedule belongs.
Day schedule	Y *	Alphanumeric (3 chars)	The day’s schedule in HRM
Working time in hours	Y *	Decimal number (5 chars)	Working time in hours (decimal). 7h and 30 min are imported as 7.5h.
Working time in minutes	Y *	Integer (4 chars)	Working time in minutes. 8h is imported as 480 min.
From date	Y	Date (10 chars) Format: yyyymmdd	Example: 20230601 (It is also possible to import dates in the formats yymmdd or yyyy-mm-dd)
Start time	**	Time (5 chars) Format: HH:MM	Example: 08:00
End date		Date (10 chars) Format: yyyymmdd	Example: 20230601 (It is also possible to import dates in the formats yymmdd or yyyy-mm-dd) If this field is omitted, the from date is used. This means that work shifts crossing a daily cut-off cannot be handled. Please note! The end date may only be the same as the from date (most common) or the immediate following date. From date and end date thus cannot cover more than a maximum of 2 days.
End time	**	Time (6 chars) Format: HH:MM	Example: 17:00
Break in minutes	**	Integer (4 chars)	Total break length for the day in minutes

* One of the fields Working time in hours, Working time in minutes or Day schedule is mandatory. One of these items is sufficient in the file. If you import Working time in hours or Working time in minutes, the employees in Flex HRM need to be linked to a time group with a standard schedule that includes a break rule.

** Time and break only need to be included if you import more work shifts on the same day. This information is not needed if only the Payroll module is used in Flex HRM.
Work shifts crossing daily cut-off
If a work shift starts and is completed during the same day, only the From date needs to be in the import file. If a work shift, however, crosses a daily cut-off, the End date must also be included in the file.

Example:
The shift starts on 2023-06-01 at 22:00 in the evening and is completed on 2023-06-02 at 06:00 in the morning. The file must then include both the From date (2023-06-01) and the End date (2023-06-02).

Please note! A work shift can only span 1-2 days. The From date and the End date must therefore be the same date or two consecutive dates.
More work shifts per day
If the day is divided into more work shifts, such as a morning shift and an afternoon shift with two hours' rest in between, you create a schedule in HRM using the earliest shift's start time and the last shift's end time, and enter all other free time in between as break.

Example:
Shift 1 runs from 08:00 – 12:00 with a 15 min break, and shift 2 from 14:00 – 18:00 with a 15 min break.
The schedule for that day is then specified as from 08:00, to 18:00, with a 150 min break (15 min + 2 h + 15 min).