Employee Schedule Data

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:

Error codes

Actively incompatible with the data in Dayforce. If you have a data error, you must resolve the error before you can complete the installation.

Warning codes

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.

Informational codes

A notable occurrence of data in the system. For example, an informational note shows if codes are dropped from the YTD import.

Tasks

To confirm that the required steps have been completed

1. In Activate Central, click Load Your Data. The Load Your Data wizards are shown.
2. Click Employee Schedule. The What you need to know before you start page opens.
3. Review all information on the page.
4. Select the checkbox to confirm that the following exist in Dayforce:
   • Departments
   • Jobs
   • Org Units
   • Pay Codes
   • Projects
5. Click Next. The Employee Schedule Data page opens.

To set whether existing schedules are deleted:

To review the data:

1. Review all data on the page.

   Important: If any errors are shown in the Error/Warning/Message panel, you must resolve them to continue.

2. 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.

To review and update the data:

1. Review the information shown in the grid.
2. 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.

To install the employee schedule information:

Results

The data is uploaded to the Dayforce Schedules page.

Fields populated in Dayforce

The data uploaded from the Employee Schedule Import Data template populates the fields on the Schedules page in Dayforce.

Files generated by the Employee Schedule Data wizard

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

Example illustrating how Activate translates the template data to 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.

Employee Identifier (Required)

Schedule Start Time (Required)

Schedule End Time (Required)

Break Type

Break Start Time (Conditional)

Break End Time(Conditional)

Activity

Activity Start Time (Conditional)

Activity End Time (Conditional)

Department

Job Assignment

Org Unit

Location Type

Pay Code

Docket

Project