File: Absences standard import

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Object of the interface

The interface allows you to import absences entered and validated from third-party software into Timesquare. The principle is to provide the expected information in a text file which will be read and interpreted by the interface in order to update the Timesquare database.

In order to import an absence into a validated schedule, the schedule will first be de-validated, the absence will be added and the schedule will be validated again, even if the new schedule generates illegalities.

Learn more about setting up this import.

Processing of the imported information

Absences to be deleted from Timesquare beforehand

I can define absences to be deleted over a period for the structure on which the import is performed. This deletion is performed on all the people present in the import structure, even if they are not present in the file.

To do this, I use the Selection of absences to be deleted section of the absence import settings.

If the Selection of absences to be deleted section is entered:

• In case of reimporting an already existing period in Timesquare, it is necessary to import all the absences of the employees assigned to the structure for the entire import period.
• If absences have been entered manually in Timesquare before the import, these will be deleted for the employees assigned to the structure at the time of launching the import, even if the employee is not listed in the import file.

Example:

In the Lyon structure, I have 5 employees. In the absence import settings, for the "Selection of absences to be deleted" option, I add paid leave.

I import the absences of only 3 employees from the Lyon structure for the month of October. At the time of import, the existing paid leave absences in October are deleted for all 5 employees in the Lyon structure, not just the 3 employees imported. Furthermore, the absences present in the file are correctly imported.

File name

The file can be named in two ways depending on whether the third-party system making it available generates a different file for each day or a single file containing multiple days. The file contains one row per absence.

Undated file (free-text label)

The name of the import file is free (label + extension) but once defined in the import settings, it should not change.

Example 1: the Label field in the configuration and the import file are both named absences.txt.

Example 2: the Label control in the configuration and the import file are both named absences_Timesquare.001

Dated files (with date pattern)

The names of the import files must follow a particular syntax. The File label field must explain the nomenclature chosen. Thus, LabelYYYYMMDD.EXT, LabelJJMMAAAA.EXT, LabelJJMMAA.EXT, LabelAAAAMMJJ.EXT and LabelAAMMJJ.EXT are the name retained where:

• "Label" is an alphanumeric character string that I can customize
• "DD" and "JJ" correspond to the day, "MM" corresponds to the month, "YYYY" and "AAAA" correspond to the year on 4 characters, "AA" corresponds to the year on 2 characters
• "EXT" an alphanumeric string of up to three characters that I can customize

Example: The Label field in the configuration is named absencesYYYYMMDD.001 and the three import files are named absences20200504.001, absences20200505.001 and absences20200506.001.

Format

Text. UTF-8 encoding.

Separator between two information

The separator between two pieces of information is the semicolon (;).

Description of the file content

First row

The first row is different from the others, it only contains the processing period which corresponds to the period over which the absences that are already present in Timesquare will be deleted before being replaced by those present in the file.

Field name	Type	Mandatory	Notes
Processing Start Date	Date	X	DD/MM/YYYY,DDMMYYYY, … (Configurable)
Processing End Date	Date	X	DD/MM/YYYY,DDMMYYYY, … (Configurable)

Following rows

Field name	Type	Length	Notes
Employee concerned	Alphanumerical	X	Employee ID, Payroll ID, Timesquare identifier
Absence code	Alphanumerical	X	12 characters maximum
Date of absence	Date	X	DD/MM/YYYY
Type of absence	Alphanumerical	X	J for Day or H for Hour
Start Time	Time	If partial	HHMM,HH:MM, … (Configurable)
End Time	Time	If partial	HHMM,HH:MM, … (Configurable)
Absence valuation	Time		HHMM,HH:MM, … (Configurable), for complete or partial absence

Rules

• The start time and the end time are empty if the absence is of complete type.
• Day valuation can be empty.
• For a complete absence, if the valuation is not filled in, the valuation from the contract is used.
• It is possible to import a partial absence with a different valuation than the one corresponding to the hours of the partial absence.
• Since Timesquare 2.1.07, the last column, "Weekly Valuation," has been removed.

Example

Example file

29/12/2025;31/12/2025
BRZ14;CONGPAYE;29/12/2025;J;;;0630
BRZ14;CONGPAYE;30/12/2025;H;1000;1200;0400
BRZ14;CONGPAYE;31/12/2025;J;;;

Absence import

I am importing for a period of deletion of absences covering the whole of month of June, that is to say from 01/06/2020 to 30/06/2020. This import contains an absence of Disease type from 08/06/2020 to 10/06/2020 for the employee whose identifier is EMP1.

The file to import therefore contains the following lines:

01/06/2020;30/06/2020 
EMP1;Disease;08/06/2020;J;;;
EMP1;Disease;09/06/2020;J;;;
EMP1;Disease;10/06/2020;J;;;

Absence import with deletion

In the configuration of the absences import, I define that the Paid Leave and Disease absences can be deleted. Therefore, the Recovery absence is not removed.

EMP1 and EMP2 are assigned to the LYON structure.

Before import:

• EMP1 has a Recovery absence on 01/06/2020.
• EMP2 has a Paid Leave absence from 15/06/2020 to 19/06/2020.

I import the file with only the following lines:

01/06/2020;30/06/2020 
EMP1;Disease;08/06/2020;J;;;
EMP1;Disease;09/06/2020;J;;;
EMP1;Disease;10/06/2020;J;;;

After importing this file on the LYON structure, Timesquare® performs the following:

• The Revovery absence of EMP1 is not deleted because it is not one of the absences to be deleted selected in the import settings.
• The Paid Leave absence of EMP2 is deleted because it is one of the absences to be deleted selected in the import settings, even if EMP2 is not part of the file.
• The Disease absence of EMP1 from 08/06/2020 to 10/06/2020 is imported into Timesquare®.