Import Batch Hours (Mass Upload)

Note: This tool is for Front Office-only clients.

This tool will allow you to take a CSV file containing the hours worked by your contractors and upload it directly into our Batch Hours page. 

This tool can be very powerful, especially if you have any contractors working through a VMS Integration. If you do, instead of manually entering those contractors' hours into the Batch Hours page, you will be able to download a CSV Export of the hours that have been approved in the VMS and then upload it directly into Avionte! 

Key Takeaways

• The CSV file upload tool in Avionté allows Front Office clients to efficiently import contractors' hours directly into the Batch Hours page, saving time and ensuring accuracy.
• This tool is particularly powerful for clients using VMS Integrations, enabling them to seamlessly download approved hours from the VMS and upload them directly into Avionté.
• Users can set up custom mappings for CSV files, ensuring that the relevant data fields, such as Job ID, Applicant Name, Regular Hours, and Day of the Week, are accurately mapped for smooth imports.

Set up mapping

• Activating Batch Hours

The initial import requires some additional mapping to successfully import the file.  If you don't see the Batch Hours or CSV import file, you may need to have the System setting activated.  

1. Click on Back Office Tab
2. Click on Batch Hours
   
   
   
   
3. Click on the Import CSV File button
   
   
   
   
4. Click on the Create a New Mapping button
   
   
   
   
5. Click on the Upload CSV file button
   
   Note: Please make sure the file isn't open on your computer.
   
   
   
   Once uploaded, it will take all the column titles and allow you to choose which fields in Avionte this column should be mapped to. Make sure to have mapping for the Job ID/Custom Job ID, Applicant Name, Regular Hours, and Day of the Week. 
   
   Note: Day of the Week will only need to be used if the applicant’s hours are broken up into rows where each row is one day of work for that applicant (as pictured below).

Example of Mapping

After you have completed the mapping, you will be able to upload the hours which are applicable for the Week Ending range that you run week to week.  You can have multiple CSV file types from different Companies. If this is the case, you will want to repeat the steps listed above and create mappings for each of these different CSV files that you are going to upload. 

Import

Once you have created all the different CSV mappings, you are now ready to use the tool. To start, you will want to click “Import CSV File” and then choose which mapping you are planning to upload. If you have multiple CSV files which you are planning on uploading, you will just want to put in an intuitive naming system for each of these so that you choose the mapping, upload the file with the hours and then Avionte will associate the correct hours with the correct contractor. 

Once the hours have been uploaded, you then can make any edits that you might need for those contractors. After confirming that the hours are correct for each contractor, you will want to click on “Process Batch Hours” at the bottom right, which will move all those timesheets into an Approved status! 

This will allow you to seamlessly upload multiple files each week after a one-time creation of the mapping for these files. 

Edit Import

If the file that you are being provided ever changes, you will be able to edit the mapping you have created, instead of creating a new one from scratch. To do this, select File Mapping from your drop-down list of files and click “Edit Mapping”. This will show how you currently have it mapped and will give you the ability to make any edits which you need to. 

Other imports

If you are interested in using this tool to upload contractors' hours into Avionte, please reach out to your Account Manager. They will be able to tell you more about the feature and walk you through getting this set up for your CSV Imports.