If you need to load historical project data (time and/or quantity) that occurred before your team started using Rhumbix, you can submit it using the Historical Project Data Template.
This article walks through how to complete the template correctly and return it as a CSV file so the data can be processed and posted to your Rhumbix account.
📄 Overview
The Historical Project Data Template allows you to submit historical entries tied to:
Existing Projects
Existing Cost Codes
Existing Employees
Each row in the file represents one historical record.
If time or quantity needs to be split across multiple cost codes, use multiple rows.
📥 Download the Historical Project Data Template
The template file is attached at the bottom of this article. Use it to enter historical hours and/or quantities completed before Rhumbix was implemented.
⚠️ Do not submit this file as Excel. Once complete, follow the steps in this article to save the Historical Data tab as a CSV before sending it to your Rhumbix team.
📁 File Requirements
Before you begin, confirm the following:
File format must be CSV
One row = one historical record
Time values must be entered in minutes
Do not include formulas
Do not rename column headers
Remove commas from numeric values
Example: use
1000, not1,000
🧾 Template Columns
Below is a breakdown of each column included in the template.
Column Name | Required? | Description |
date | Yes | The date Rhumbix will use to post the historical entry. This controls which month or quarter the data appears in. Format: MM/DD/YYYY |
project id | Yes | Project must already exist in Rhumbix. |
cost code | Yes | Cost code must already exist on the project in Rhumbix. |
foreman id | Yes | ID for the timecard owner (foreman) associated with this entry. Must exist in Rhumbix. This does not drive reporting, but is required to post the transaction. |
employee id | Yes | ID for the employee associated with the historical entry. Must exist in Rhumbix. If the original employee is unavailable, a generic employee (e.g., |
straight time | No | Enter in minutes. Leave blank if not applicable. (Do not enter hours.) |
overtime | No | Enter in minutes. Leave blank if not applicable. (Do not enter hours.) |
double time | No | Enter in minutes. Leave blank if not applicable. (Do not enter hours.) |
quantity | No | Enter the quantity previously completed. |
You may submit time, quantity, or both in the same file and on the same row.
💾 Saving Your File as a CSV (Required)
The template includes two tabs:
Instructions
Historical Data
Before sending your file, you must save only the Historical Data tab as a CSV.
CSV files can contain one tab only.
Steps (Excel)
Enter your data on the Historical Data tab
Go to File → Save As
Select file type: CSV (Comma delimited) (*.csv)
When prompted, choose Save Active Sheet only
⚠️ Important Notes
All historical entries must reference active records in your Rhumbix account.
If the original timecard owner no longer works for your company and was not added to Rhumbix, you must:
Select a different timecard owner or
Add that individual to Rhumbix before submitting the file.
If a cost code was marked complete before Rhumbix was implemented and was not added to the system, it must be added before the historical upload can be processed.
Foreman IDs and Employee IDs must exist in Rhumbix.
All time values are loaded as minutes, not hours.
✅ Validation Checklist (Before Sending Your File)
Before submitting your CSV, confirm:
All required columns are included
Project ID exists in Rhumbix
Cost code exists on the project in Rhumbix
Employee IDs exist in Rhumbix
Time values are entered in minutes
No required fields are blank
Date format is MM/DD/YYYY
File is saved as CSV (Active Sheet only / one tab)
🚧 Common Errors & Fixes
If your historical data file cannot be processed, it’s usually due to one of the issues below. Review this list before submitting your CSV.
Missing or Invalid Records
Project ID not found – The project must already exist in Rhumbix, and the ID must match exactly.
Cost code not found on project – The cost code must exist in Rhumbix and be assigned to the correct project. Cost codes completed prior to Rhumbix must be added before uploading.
Employee ID not found – All Employee IDs must exist in Rhumbix. If the original employee is unavailable, use an approved generic employee (e.g.,
99999 – Historical Upload).Foreman ID not found – The timecard owner (Foreman ID) must exist in Rhumbix. If needed, select a different existing employee.
Formatting Issues
Time entered in hours instead of minutes – All time values must be entered in minutes (example: 8 hours = 480 minutes).
Invalid date format – Dates must be entered as MM/DD/YYYY with no timestamps.
Commas in numeric fields – Remove commas from numbers (use
1000, not1,000).Formulas included – Replace formulas with static values before saving the file.
File Structure Problems
Multiple tabs included – CSV files can contain only one tab. Save the Historical Data tab as the active sheet.
Renamed or missing column headers – Column headers must remain exactly as provided in the template.
Blank required fields – All required columns must be populated.
Reviewing these items before sending your file helps ensure your historical data can be processed without delays.
📬 Need Help?
If you have questions while completing the template, reach out to your Rhumbix team and include:
The CSV file you created
A brief description of what you’re loading (hours, quantity, or both)
📧 support@rhumbix.com
📞 855-RHUMBIX (748-6249)