Use the Employee Schedule Data wizard to load employee schedule data to Dayforce. You can add employee schedules, including records with additional data like pay codes and projects.
This wizard replaces the manual task of manually uploading these files and reduces the time and resources needed. The validation process prevents potential errors that could cause payroll discrepancies, compliance risks, and operational delays.
Note: To load employees’ past schedules, make sure that the appropriate Dayforce client property is configured to allow historical schedule data.
Note: To capture breaks and meals in the file accurately, make sure that each break is saved in a separate row. This information includes the employee ID, shift start time, and shift end time.
Before you begin
The following must already be set up and assigned to the employees’ records in Dayforce:
- Departments
- Jobs
- Org Units Pay Codes
- Projects
To load employees’ past schedules, make sure that the appropriate Dayforce client property is configured to permit historical schedule data.
To accurately capture breaks and meals in the file, make sure that each break is recorded in a separate row, including the employee ID, shift start time, and shift end time.
After a successful installation, always check the background job. Record failures could result if any Dayforce configurable validations weren’t triggered.
Messages: Error, Warning, and Information
Activate sorts each generated message by severity:
Actively incompatible with the data in Dayforce. If you have a data error, you must resolve the error before you can complete the installation.
Indicate nonstandard setup that could potentially cause an error in Dayforce. For example, if an earning code is defined as Hours x Rate and the data is amount only, the system creates a warning. However, you can still import the data into the system.
A notable occurrence of data in the system. For example, an informational note shows if codes are dropped from the YTD import.
Tasks
- In Activate Central, click Load Your Data. The Load Your Data wizards are shown.
- Click Employee Schedule. The What you need to know before you start page opens.
- Review all information on the page.
- Select the checkbox to confirm that the following exist in Dayforce:
- Departments
- Jobs
- Org Units
- Pay Codes
- Projects
- Click Next. The Employee Schedule Data page opens.
- Click one of the following to indicate whether you want to delete existing employee schedules:
- Yes to delete all existing schedules currently assigned to the employees listed in the file with a start time that falls between the specified Start Time and End Time are deleted. .
- No to not delete the schedules currently assigned to the employees listed in the file in Dayforce.
Note: Activate identifies and addresses any duplicate records in Dayforce.
- Click Next. The Employee Schedule Review page opens.
- Click Download.
Note: You can download an empty Employee Schedule Data template and any previously loaded templates from the Download Template Files page.
- Select the location where you want to save the template document.
- Open the EmployeeScheduleData template on your computer.
- On the EmployeeScheduleData tab, complete all columns with the data for all employees in the organization.
Note: The Activate release version shows in cell B3 on the Instructions tab of the template. This information helps you later determine the version of Activate you were using when you downloaded the template.
Important: Don’t change the name of the tab in the template. Activate uses the tab name to validate that the correct template is being uploaded. In addition, don’t change the column headings.
Note: Instructions for populating the fields are in the Employee Schedule Import - Activate Template Fields section (below) and on the Instructions tab of the template.
- Click Save and close the template.
You can use any file name for the template you upload. The file must be an Excel or CSV (Comma-Separated Value) document and contain the data in the required format.
- On the Employee Schedule Data page, click Upload.
- Go to your completed Employee Schedule Data template in the location where you saved it.
- Click Open. The Employee Schedule Data wizard validates the data.
Note: If the uploaded file has errors, a Validation Failed message shows in red at the bottom of the page. You must correct the errors in the file on your computer and upload the file again.
Note: When you upload an Excel file, Activate includes the name of the uploaded file into the name of the XML file it generates and loads to the Dayforce File Server. The format of the generated XML file name is <NamespaceName>_<Import Type>_<file name provided>_YYY-MM-DD_HHMM. This information makes it easier to audit files later.
If the uploaded file has errors, a Validation-Failed message shows in red on the page. You must correct the errors in the file on your computer and upload the file again.
- Click Next. The Employee Schedule Review page opens.
Activate validates the information. You can continue only if the validations are completed successfully.
- Review all data on the page.
Important: If any errors are shown in the Error/Warning/Message panel, you must resolve them to continue.
- On the Employee Schedule Data tab, complete all columns with the data for all employees in the organization.
Note: Instructions for populating the fields are in the Employee Schedule Data Template Fields section (below) and on the Instructions tab of the template.
See below for more information on managing the data on the page.
- Review the information shown in the grid.
- Make any needed updates to data on the page:
- To correct errors in the grid, click in the field containing the error. Click Tab to move to the right and Shift+Tab to move to the left in the row. Use the scrollbars on the right side and bottom of the grid to go to other areas of the grid.
To insert a new row in the grid, click the row where you want to insert it and click New.
To delete a row, click the row and click Delete.
To save information in the grid to your computer, click Download File and save it to the location you want.
To upload the file from your computer, locate the file and click Upload File. The data in the file shows in the grid.
To remove changes that you don’t want to save, click Refresh.
- To download the error message list and save it to your computer, click Download Errors File.
When the information is complete in Activate, you must install it in Dayforce.
- Click Load.
When you leave the Employee Schedule Review page, the selected values stay in the grid.
The Load page opens with a list of the steps to complete and an estimate of how long the installation usually takes. During the installation, the current step in the process is bolded so you can monitor the progress.
-
Click one of the following:
- Add Email and enter your email address to be notified when the installation process ends instead of waiting for it to finish.
- Next when the installation is complete.
Activate Central opens with the wizard name now in green text and a green checkmark next to it. The day, date, and time of completion show, along with your name as the user who completed the wizard. The environment in which the installation was applied (Stage, Config, or Train) also shows.
Note: If you want to add more information, click I want to add more. See Executing a Rollback When Using the “Add More“ Feature in the Payroll Wizards.
Important: After the successful completion of the installation, the background job to verify that all of the validations were triggered.
Results
The data is uploaded to the Dayforce Schedules page.
The data uploaded from the Employee Schedule Import Data template populates the fields on the Schedules page in Dayforce.
| Field in Template | Field in Dayforce | Page in Dayforce |
|---|---|---|
| Employee Identifier | Employee Reference / Number | Contact Information (People icon > Personal > Contact Information) |
| Schedule Start Time | Schedule Start | Schedules |
| Schedule End Time | Schedule End | |
| Break Type | Meal or Break | |
| Break Start Time | Start Time | |
| Break End Time | End Time | |
| Activity | ||
| Activity Start Time | Start Time | |
| Activity End Time | End Time | |
| Department | Department | Org Setup > Organization, Departments tab |
| Job Assignment | Job Assignment | Schedules |
| Org Unit | On-Site Department | Org Setup > Organization, Departments tab |
| Location Type | Location | Schedules |
| Pay Code | Pay Code | |
| Docket | Docket | |
| Project | Project | Projects |
After you complete the Employee Schedule Data wizard , Activate generates the following import file and saves it to the customer's FTP site automatically. This file depends on any configuration to be generated based on the data provided.
Org Unit Import
FTP SubDirectory: EmployeeScheduleImport
Filename: EmployeeSchedule _yyyymmddhhmmss.xml
<?xml version="1.0" encoding="utf-8"?>
<EmployeeScheduleImport xmlns:xsi="http://www.w3.org/2001/XMLSchema-instance">
<StartTime>2024-08-26T09:00:00</StartTime>
<EndTime>2024-08-27T17:00:00</EndTime>
<DeleteLevel>NO</DeleteLevel>
<ValidationLevel>BASIC</ValidationLevel>
<EmployeeSchedule>
<EmployeeXrefCode>970002</EmployeeXrefCode>
<StartTime>2024-08-26T09:00:00</StartTime>
<EndTime>2024-08-26T17:00:00</EndTime>
<Break>
<StartTime>2024-08-26T12:00:00</StartTime>
<EndTime>2024-08-26T13:00:00</EndTime>
<BreakType>m</BreakType>
</Break>
</EmployeeSchedule>
<EmployeeSchedule>
<EmployeeXrefCode>970002</EmployeeXrefCode>
<StartTime>2024-08-27T09:00:00</StartTime>
<EndTime>2024-08-27T17:00:00</EndTime>
<DeptXrefCode>SUPPORT</DeptXrefCode>
<JobXrefCode>SUPPORT_SPECIALIST</JobXrefCode>
<OrgUnitXrefCode>AUS_CORP_AUS_ACT_SUPPORT</OrgUnitXrefCode>
<PayAdjCodeXrefCode>TRAIN</PayAdjCodeXrefCode>
<DocketXRefCode>SAUCE</DocketXRefCode>
<Break>
<StartTime>2024-08-27T11:00:00</StartTime>
<EndTime>2024-08-27T11:30:00</EndTime>
<BreakType>b</BreakType>
</Break>
<Break>
<StartTime>2024-08-27T15:00:00</StartTime>
<EndTime>2024-08-27T15:30:00</EndTime>
<BreakType>b</BreakType>
</Break>
<Activity>
<StartTime>2024-08-27T15:00:00</StartTime>
<EndTime>2024-08-27T15:30:00</EndTime>
<ActivityXrefCode>PIZZA</ActivityXrefCode>
</Activity>
</EmployeeSchedule>
</EmployeeScheduleImport>Next steps
Complete the next wizard, as appropriate.
Employee Schedule Data template fields
All templates have the same basic structure:
- Instructions tab: Helps you understand the purpose of the data and complete the fields in the template.
- Data tab: Contains headers for the data to be included in the template. The headers remain the same, but you can change the column order. If you add more columns, Activate ignores them.
All number ranges in the templates include the numbers at both ends of the range.
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 1 | Alphanumeric. Unique value between 1–9 characters. |
Use the same employee number assigned during the initial HR data loads. This information enables Dayforce to identify employees uniquely. Note: Upon upload of the template data, Activate converts any lowercase alpha characters found in the Employee Identifier field to uppercase. |
3241245
|
It’s used to validate that the data being loaded corresponds to the correct employee record. The values given must match exactly with an existing employee record in Dayforce. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 2 | DateTime. Use the 24-hour time format. |
When an employee's work shift begins. | DateTime formatted cells: 09/24/2015 16:00 2015-09-24 20:30 |
This required field specifies the start time of an employee's shift. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 3 | DateTime. Use the 24-hour time format. |
The time at which an employee's work shift ends. | DateTime formatted cells: 09/24/2015 16:00 2015-09-24 20:30 |
This required field specifies the end time of an employee's shift. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 4 | String. |
Type of break scheduled:
|
m
b |
This field specifies the break of an employee's shift. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 5 | DateTime. Use the 24-hour time format. |
The time that an employee's work break begins. | DateTime formatted cells: 09/24/2015 16:00 2015-09-24 20:30 |
This field specifies the start time of an employee's break and becomes required if a Break Type is selected. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 6 | DateTime. Use the 24-hour time format. |
The time that an employee's work break ends. | DateTime formatted cells: 09/24/2015 16:00 2015-09-24 20:30 |
This field specifies the end time of an employee's break and becomes required if a Break Type is selected. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 7 | String
between 1–128 characters. |
This field keeps track of important tasks that employees can do during their shifts. | MEETING | This field defines employee's scheduled activity. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 8 | DateTime. Use the 24-hour time format. |
The time that an employee's work activity begins. | DateTime formatted cells: 09/24/2015 16:00 2015-09-24 20:30 |
This field specifies the start time of an employee's activity and becomes required if an activity is selected. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 9 | DateTime. Use the 24-hour time format. |
The time that an employee's work activity ends. | DateTime formatted cells:
09/24/2015 16:00 2015-09-24 20:30 |
This field specifies the end time of an employee's activity and becomes required if an activity is selected. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 10 | String
between 1–128 characters. |
If the employee’s department isn’t specified, their primary position effective at the start of the schedule is used. | SALES | Use this field to specify the employee's secondary department if needed for scheduling purposes. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 11 | String
between 1–128 characters. |
If no job is specified for the employee, their primary position effective at the start of the schedule is used. | ASSISTANT | Use this field to specify the employee's secondary job if needed for scheduling purposes. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 12 | String
between 1–128 characters. |
If the employee’s location isn’t specified, Dayforce uses the employee’s primary location effective at the start of the schedule. | STORE | Use this field to specify the employee's secondary location if needed for scheduling purposes. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 13 | String
between 1–128 characters. |
Specify the location type for the scheduled location. If omitted, no location type is assigned to the employee's schedule. | STATION | A location type represents specific physical areas in a location, such as stations or desks. When configured, managers can assign these location types to employee shifts for scheduling. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 14 | String
between 1–128 characters. |
The short name of the scheduled pay adjustment code. Make sure that pay codes are created in Dayforce before loading this data file. | TRAINING | Pay codes represent what an employee was doing for a particular segment of time, and could be required for scheduling purposes. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 15 | String
between 1–128 characters. |
The short name of the scheduled docket. Make sure that pay codes are created in Dayforce before loading this data file. | HANDLING | Dockets can be used to track logged time against a quantity of produced work. |
| Order | Data Type | Description | Examples | Why This Is Needed |
|---|---|---|---|---|
| 16 | String
between 1–128 characters. |
The short name of the scheduled project. Make sure that pay codes are created in Dayforce before loading this data file. | PROJECT | Projects can be used to support the administration and tracking of projects organization-wide. |