Migrating from Sesame, Factorial or Jibble

AccessTime includes importers designed so that switching from another platform takes one afternoon — without losing the history the law requires you to keep for 4 years.

What you can import

• Employees: name, email, department, job title and start date.
• Clock-ins: the history of clock-ins and clock-outs, with date, time and type.

The importers accept CSV and Excel files and automatically recognise the columns of Sesame HR, Factorial and Jibble exports, in both Spanish and English. For any other tool there's a downloadable generic template.

Step by step

1. Export from your current platform:
   • Sesame HR: Reports → employee and clock-in exports.
   • Factorial: Reports/Export data.
   • Jibble: Reports → Timesheets → Export.
2. In AccessTime, go to Import data (side menu, "Administration" section; administrator or HR role).
3. Upload the employees file first: columns are recognised automatically by their headers.
4. Then upload the clock-ins file. Each clock-in is matched to the employee by email.
5. Review the summary: rows created, rows skipped and their warnings. Time entries are imported in the background, in stages that resume where they left off if something is interrupted: the summary appears when it finishes under Time entry imports, on the same page (you can close it in the meantime). Employees are imported straight away. If the file is so large that it does not fit in a single upload, the import stops before running out of time and the summary says at which row and how many are left: upload the same file again and it carries on where it stopped (people already created are skipped).

Details that save you headaches

• Idempotent: if you repeat an upload, neither employees nor clock-ins are duplicated; anything that already exists is skipped and listed as a warning in the summary.
• People who have left: for someone who has already left, only what is up to their last working day goes in (plus the exit of the shift that began that day). A later row is skipped with the reason in the summary; if they really worked that day, first correct the leaving date in their profile and upload the file again.
• No headcount limit: you can import your whole workforce during the 3-month free trial, however large it is. The only case where the import can't create employees is when the trial has ended without a subscription, because the account is then read-only (plans and billing).
• Invitations: decide when uploading the file whether imported employees receive the invitation email with their activation link right away. If you'd rather not send it yet, you can send it later from each person's record (Account access), or they can log in with "Forgot your password?" on the login screen.
• Time zone: clock-ins are interpreted in your company's time zone and stored in UTC, just like native ones.

After importing

• Check in Reports → Working-time record that the history looks the way you expect.
• Make sure every imported person has an active schedule (requested and approved within the platform) so that the hours balance and deviations are calculated from day one.
• Set up the absence types and adjust the initial holiday balances if you're arriving with days already taken this year.