Integration Tool Usage Requirements

The following are the minimum system requirements to use the CrewTracks Integration Tool:

3. Windows-based PC / Mac running Parallels Desktop & Properly Configured Windows Installation
4. 4GB of RAM (8GB+ recommended)
5. Microsoft Excel 2016 or newer
6. Connection to the Internet

Downloading and Saving the Integration Tool (Provided by CrewTracks)

The CrewTracks Integration Tool will be emailed to you in a .zip file by either your CrewTracks Account Manager or a member of the CrewTracks Client Services team. Download and save the .zip file to an easily accessible location on your computer.

Right-click on the .zip file and select ‘Extract…’ / ’Extract All…’ on the popup menu. Choose the location where you would like the Integration Tool to be saved and click “Extract” to extract the file. The Integration Tool will now be available at the location you specified for future use.

First Time Open/Usage of Integration Tool

When you open the Integration Tool for the first time on a computer, there will be up to two initial prompts in Microsoft Excel that will need to be acknowledged/cleared before the Integration Tool will run. You will receive prompts like the screenshot below. Click ‘Enable Content’ / ‘Enable Editing’ as they appear

*NOTE: The above step will need to be repeated on any computer that uses the Integration Tool for the first time.

Using the Integration Tool

The Integration Tool is specifically designed by CrewTrack’s Client Services team for your organization and will output based on the information provided to the Client Services team during the setup process. The tool, when used properly, will output a Comma Separated Variable File (.CSV) that you can use to get your labor information into your Foundation environment. 

Start by selecting a Start Date and End Date by:

1. clicking on the tab next to the entry box and choosing the dates, or 
2. hand typing the needed dates in the entry boxes.

Once both the Start Date and End Date are selected or filled, click the ‘Generate New Data’ button on the right side of the form:

When running the Integration Tool for the first time, during the data generation process, you will receive a prompt about ‘Privacy levels’ for this workbook. Click the checkbox in the popup (circled red in this example), then click ‘Save’.

*NOTE: The above step will need to be repeated on any computer that uses the Integration Tool for the first time.

Depending on the amount of data being pulled, the data generation can take a few minutes. Once the data generation is complete, the data will appear in the window below the Start/End Dates and will provide you with a count of records pulled:

You can review the data by scrolling up/down in the window.

Saving Generated Data

Once the data has been generated by the tool and reviewed by you, you can save the data to a file for use with Foundation. Click the ‘Save Data’ button found on the right side of the form:

Choose a location on your computer or network to save the file to. The file’s name will automatically generate, so don’t worry about trying to rename the file at this time; just choose a location and click ‘Ok’. Once saved, you will receive an acknowledgement showing where you saved the file to. Click ‘OK’ to remove the prompt.

Creating the Foundation Import Template

Under the Main Menu open the Timecard Genie under the Tools section

Copy the ‘Weekly by Employee’ template and rename it CREWTRACKS IMPORT.

3. Remove the ‘Last Employee’ and ‘Employee Number’ options in the Middle pane
4. Add the ‘Employee Number’ to the Bottom Detail pane placing it between ‘Date’ and ‘Job No’
5. Save the new template

Importing into Foundation

Under the ‘General’ section select the ‘Enter Timecards’ option and use the CREWTRACKS IMPORT timecard template.

When the ‘Timecard’ window opens click the ‘Import’ option to define the import file.

Add the following columns into the Import Sequence

10. Date
11. Employee No
12. Unused
13. Job No
14. Unused
15. Cost Code
16. Unused
17. Unused
18. Earn Code
19. Hours

Once the columns have been added select ‘Browse’ to locate the CrewTracks Generated Import File. After selecting the appropriate file the ‘Preview’ pane will populate to verify the data. If the data looks correct click the ‘Next’ button to set the Sort Order.

On the ‘Sort Order and Additional Options’ pane add all items to the sort order and set the Skip First to 1 and click ‘Finish’ to import data.

Troubleshooting

Issue: The Integration Tool had an error pop up during the data generation process

Resolution: Typically, this error pops up when the Integration Tool is renamed and saved while the tool is still open. Normally, you can just close and reopen the Integration Tool to resolve the issue. If you still receive an error when trying to use the Integration Tool after closing/reopening, please reach out to your CrewTracks Account Manager for help.

Issue: Foundation gave an error before/during/after the upload process

Resolution: There may be an issue with the mapping that was set up for the labor import file. Please attempt to remap the layout with the file we generated to see if that resolves the problem. If you still have an error or don’t understand what the error is, please reach out to your CrewTracks Account Manager for help.

Issue: My issue is not listed here. What should I do?

Resolution: Please reach out to your CrewTracks Account Manager for help. We will be more than happy to help in resolving any issues you may be having with CrewTracks or the Integration Tool.