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What to Prepare Before Filling In Your Time Attendance Template
Part of the Time Attendance data migration series for new brioHR clients. This article covers: What data you'll be providing; Get ready: a quick readiness checklist.
Audience & Scope
Audience: HR and admin teams setting up brioHR for the first time
Module: Time Attendance
Country: Malaysia, Singapore
Pre-requisites: Implementation kick-off meeting with your Implementation Manager (IM) completed; the Time Attendance migration template from your IM; Employee List loaded and verified (Profile & Dashboards)
This article is part of the Time Attendance data migration series. It follows the Time Attendance Data Migration Guide (PDF).
What data you'll be providing
The data groups
Most of your data lives in one template, the Time Attendance Migration Template. Your Implementation Manager (IM) will share it with you. Make your own copy (File > Make a copy) or download it as an Excel file (File > Download > Microsoft Excel) before you fill it in.
| # | Data group | What you provide | Template tab |
|---|---|---|---|
| 1 | Work shifts | Every shift: its start and end times, break, the Earliest and Late times, and any tag or location. | Time Attendance Migration Template Tab: Work Shifts |
| 2 | Work schedules | Every schedule: hours per day, whether public holidays are work days, flexible hours or shift, and the pattern of work days, half days, rest days and shifts. | Time Attendance Migration Template Tab: Work Schedules |
| 3 | Work pattern variations | Only if a schedule needs a different pattern for a set period: the dates and the pattern. | Time Attendance Migration Template Tab: Work Pattern Variation |
| 4 | Time Attendance policies | Each policy: who it is for, the supervisor, rounding for overtime, lateness and early outs, and how employees clock in. Skip this if one policy fits everyone. | Time Attendance Migration Template Tab: TA Policies |
| 5 | Settings not in the template | Who follows which schedule and policy, overtime and payroll, clock-in locations and devices. | Agree with your IM (see Time Attendance Settings to Agree with Your IM) |
The template also has hidden tabs that hold dropdown lists and older layouts. Leave them as they are.
💡 Tip
Past attendance records are not migrated. The template doesn't ask for past clock-ins, timesheets or overtime: attendance in brioHR starts from your go-live date. Pay overtime from before go-live as you usually do.
Get ready: a quick readiness checklist
| Get ready | Why | |
|---|---|---|
| ☐ | Your Company Data and Employee List templates are filled in (see the Profile & Dashboards guide), including each office's state and working days, and each employee's office, department, job grade, employment type and manager email. | Offices decide default schedules and public holidays, managers can be supervisors, and policy eligibility uses these fields. Names you use in this template must match exactly. |
| ☐ | You have the full list of shifts, with start and end times and break length, and your rules for lateness, early outs and when overtime starts counting (for example, a 10-minute grace period). | These become the times on each shift. Shifts can only be used in schedules and rosters once they are set up. |
| ☐ | You know each team's working pattern (full days, half days, rest days and the shift each day), and whether it is flexible hours or shift. | These become your work schedules (see How to Fill In the Work Shifts and Work Schedules Tabs). |
| ☐ | You know which schedule each office follows, which employees work differently, which employees need different attendance rules, and who supervises each group. | These become your schedule and policy assignments (see How to Fill In the TA Policies Tab and Time Attendance Settings to Agree with Your IM). |
| ☐ | You have decided how employees will clock in (web, mobile app, attendance device or integration), and whether you need location checks or facial recognition. | Your IM sets these up in each policy, and links any device or integration. |
| ☐ | HR and Payroll have agreed how overtime is approved and how it is paid, and any shift premiums or deductions. | Your IM sets these up in each policy and in payroll. |
| ☐ | You have chosen a go-live date, ideally the first day of a roster and payroll period. | Rosters must be published before employees can clock in. |
← Previous: Understanding the Time Attendance Data Migration Process
Next: How to Fill In the Work Shifts and Work Schedules Tabs →
Back to Time Attendance Data Migration and Verification: Start Here
Ownership
By: Aqilah