FlexiCSV is SmoothPay's flexible CSV import system that allows you to import time and attendance data from external timeclock systems, spreadsheets or other sources.
Understanding FlexiCSV
FlexiCSV enables you to:
Import hours worked for multiple employees
Import different pay codes and allowances
Process bulk timesheet data in one operation
Integrate with external time tracking systems
CSV file format
FlexiCSV uses a simple CSV (Comma Separated Values) format. Your file should include:
Required columns:
Employee identifier (employee number, name or email).
Date.
Pay code.
Hours or amount.
Optional columns:
Cost centre.
Notes or descriptions.
Rate overrides.
Example CSV structure
EmployeeNumber,Date,PayCode,Hours
001,2024-01-15,ORD,8
001,2024-01-16,ORD,8
002,2024-01-15,ORD,7.5
Preparing your CSV file
Export data from your timeclock or time tracking system.
Ensure the file is in CSV format.
Verify data includes required columns.
Check for any errors or inconsistencies.
Save the file.
Importing the file
Navigate to the payrun screen.
Click the Import button.
Select FlexiCSV or CSV import option.
Choose your prepared CSV file.
Click OK or Import.
Field mapping
SmoothPay will attempt to automatically match CSV columns to data fields. You may need to:
Confirm the employee identifier column.
Map the date column.
Map the pay code column.
Map the hours/amount column.
Map any optional columns.
Save the mapping configuration for future use.
Reviewing imported data
After import:
Review the Audit Trail Report automatically generated.
Check which records imported successfully.
Identify any failed imports and reasons.
Verify employee selections are correct.
Confirm transactions appear as expected.
Handling import errors
Common import issues and solutions:
Employee not found
Check employee identifiers match exactly.
Verify employee records exist in SmoothPay.
Update the CSV file and re-import.
Invalid pay code
Ensure pay codes exist in SmoothPay.
Check spelling and abbreviations.
Create missing pay codes before importing.
Invalid date format
Use consistent date format (e.g. DD/MM/YYYY).
Check for any date errors in the source data.
Duplicate transactions
Importing twice will duplicate transactions.
Use Who to pay > None to clear all entries.
Then re-import the correct file.
Advanced options
Cost centres
Import cost centre allocations with time data.
Rate overrides
Import specific hourly rates for certain transactions.
Multiple pay codes per day
Import different types of time for the same employee on the same day.
Combining with manual entry
After importing:
Review and verify all imported data.
Add any missing transactions manually.
Make corrections as needed.
Proceed with normal pay process.
Template pays and imports
If employees have template pays set up:
Template entries will load alongside imported data.
Be aware of potential duplicates.
Review carefully before processing.
Best practices
Establish a consistent CSV format and stick to it.
Test imports with a small sample before importing large batches.
Always review the Audit Trail Report.
Keep source data files for audit purposes.
Document your import process for consistency.