Workflow: Exporting Timesheets with Employment Hero

This article outlines the manual export process for sending timesheet and leave data to Employment Hero Payroll.

This guide walks you through how to generate the Employment Hero Timesheet Export Report in MYP. This method is still available for organisations who:

• Haven’t yet transitioned to the push integration

• Prefer a file-based upload into Employment Hero

• Need a fallback option during early adoption of the new workflow

The report pulls together approved timesheets from Time & Attendance and approved leave requests from HR, and formats them to match Employment Hero’s timesheet import structure.

Overview of Features

The Employment Hero Timesheet Export offers:

• Data Integration: Collates approved timesheets and leave requests into an Employment Hero-compatible format.

• Automated Mapping: Utilises Employee External IDs, Location External IDs, Work Types, and Leave Codes for accurate reporting.

Enabling Employment Hero Timesheet Export

The Employment Hero Timesheet Export is available to subscribers with the appropriate permissions.

Prerequisites

• Employment Hero Integration:

  • Your organisation must use Employment Hero for payroll.

• Permissions:

  • Staff must have the Generate Employment Hero Timesheet Export Report permission enabled.

• Unique Employee Codes:

  • Populate Unique Contact Code in MYP with the corresponding Employee External ID from EH.

• Location IDs:

  • Define Location External IDs in Time & Attendance EH Settings to match EH configurations.

• Work Types:

  • Map Work Type Names and External IDs in Time & Attendance EH Settings.

• Leave Codes:

  • Configure Leave Codes in HR Settings to align with EH Work Types.

Setting Up Employment Hero Timesheet Export

Navigation Changes

• A Employment Hero Timesheet Export Report is available in Time & Attendance > Reports.

Settings

• Time & Attendance > Settings:

  • Define Location External IDs and Work Types.

• CRM:

  • Assign Employee External IDs to staff profiles.

• HR > Settings:

  • Map Leave Codes to Work Types.

Steps to Configure Employment Hero Export

Step 1: Enable Permissions

• Navigate to CRM > Contact Options.

• Select Edit login details and teams and permissions.

• Scroll to the Time & Attendance section and enable Generate Employment Hero Timesheet Export Report.

• Save changes.

Note: Permissions are typically granted to Champions by default.

Step 2: Assign Unique Employee Codes

• Locate the staff profile in CRM.

• Enter the Employee External ID into the Unique Contact Code field.

Tip: Use an import function if all Employee External IDs are unique.

Step 3: Define Location External IDs

• Go to Time & Attendance > Settings > Employment Hero.

• Review and update the Location External IDs for each roster.

Note: By default, Location External IDs match roster names. Update as necessary to align with EH configurations.

Step 4: Map Work Types

• Define Work Types and External IDs in Time & Attendance > Settings.

• Enable the Show Work Types on Rosters checkbox.

Step 5: Map Leave Codes

• Go to HR > Settings > Leave Types.

• Map Leave Codes to corresponding Work Types in EH.

Assigning Location IDs and Work Types

At Roster Template Level

• Navigate to Time & Attendance > Roster Templates.

• Select a roster template and edit the template.

• Assign Work Types to shifts and save changes.

Note: Newly created shifts will inherit the Work Type. Update existing shifts manually.

At Roster Level

• Go to Time & Attendance > Rosters.

• Edit individual shifts to assign Work Types.

Generating Employment Hero Timesheet Export Report

• Navigate to Time & Attendance > Reports > Employment Hero Timesheet Export Report.

• Select the date range for the report.

• Review the generated report for:

  • Approved timesheets.

  • Leave requests (mapped to Work Types).

Note: Ensure Work Types are assigned to all relevant areas before generating the report. Missing Work Types can be added manually to the timesheet.

Special Considerations for Sleepovers

MYP automatically segments sleepover shifts into:

• Pre-Sleepover: Includes Work Type from the timesheet.

• Sleepover Period: Automatically assigned the Sleepover Work Type.

• Sleep Disturbances: Assigned the Sleep Disturbance Work Type.

• Post-Sleepover: Includes Work Type from the timesheet.

Importing Timesheets into Employment Hero

In Employment Hero, navigate to Timesheets > Import Timesheets.

• Select Custom File Upload.

• Follow the import wizard to map columns to the correct fields.

• Proceed to import the timesheets.

Tip: Ensure datetime values for shift start and end match EH settings.

Best Practices

• Accurate Mapping:

  • Ensure all IDs and codes (Employee, Location, Work Type, Leave) are mapped correctly.

• Regular Updates:

  • Update Work Types and Locations to reflect changes in EH configurations.

• Review Permissions:

  • Limit access to Employment Hero settings and reports to authorised personnel.

• Validate Data:

  • Check for missing Work Types or discrepancies before generating the export.

The Employment Hero Timesheet Export simplifies payroll integration by automating the transfer of approved timesheets and leave requests. By following these steps and best practices, subscribers can streamline payroll processing, reduce errors, and ensure compliance with organisational and Employment Hero requirements.