Overview
Batch time entry import enables uploading hundreds or thousands of time entries at once through file upload or API integration, essential for system migrations, historical data entry, and bulk corrections.
Use Cases
System Migration
- Moving from spreadsheets to time tracking software
- Switching between time tracking platforms
- Consolidating multiple systems
- Preserving historical data during transitions
Retroactive Entry
- Employees who forgot to track for extended period
- Recovering time from email/calendar analysis
- Adding billable time discovered later
- Correcting systematic errors
Integration
- Regular imports from external systems
- Synchronization with project management tools
- Calendar event bulk conversion
- Third-party data sources
Import Methods
File Upload
- CSV or Excel format
- Template provided by system
- Column mapping to fields
- Validation before import
API Integration
- Programmatic bulk entry
- Automated synchronization
- Real-time or scheduled imports
- Error handling and logging
Copy-Paste
- Spreadsheet-style bulk entry
- Quick corrections
- Template-based input
Import Fields
Required
- Date
- Duration or start/end time
- Employee/user
- Project or client
Optional
- Task or activity
- Billable status
- Notes/description
- Billing rate
- Approval status
Validation and Error Handling
Pre-Import Checks
- Required field completeness
- Date format validation
- User/project existence verification
- Duplicate detection
- Business rule compliance
Error Reporting
- Row-by-row error listing
- Reasons for rejection
- Partial import option (skip errors)
- Error file download for correction
Best Practices
- Test with small sample first
- Backup existing data before import
- Validate source data thoroughly
- Use provided template exactly
- Review imported data before approving
- Document import for audit trail
- Scoro, Harvest, Toggl Track
- Replicon, TimeCamp
- Most enterprise time tracking systems
- Custom API implementations
Audit Considerations
- Log all batch imports with timestamp and user
- Maintain source files
- Document reason for bulk import
- Review imported data for accuracy
- Obtain approvals for large imports
Modern systems can import thousands of entries in seconds to minutes, with progress indicators and background processing for very large imports.
Common Pitfalls
- Date format mismatches (US vs European)
- Time zone confusion
- Duplicate entries from multiple imports
- Missing required fields
- Incorrect user/project mappings
- Overwriting existing data accidentally
