HE: How to Configure TimeSync File Specifications

TimeSync File Specifications

The Hotel Effectiveness TimeSync tool automatically imports your labor data from your existing Time & Attendance system. This ensures your live labor metrics are accurate without requiring painful manual data entry every single day.

Things to Consider

• System Capabilities: Your time clock platform must be able to export an Employee List and Punch Data.
• Automation Required: To eliminate manual uploads, your vendor must support automated SFTP or FTPS transfers.
• File Cleanliness: Files must be completely "flat" with no summary rows, subtotals, or decorative formatting.

Configuration Steps

1. Review Data Rules: Share the required field listings (detailed below) with your internal IT or payroll vendor to confirm compatibility.
2. Locate Reports: Look for standard system exports such as Labor Distribution, Job Costing, or Punch Details. If none match, request a custom report writer from your vendor.
3. Set Up Automated Transfer: Configure your system to automatically send files to our secure servers using SFTP or FTPS.
4. Submit Samples: Send a raw sample file to your Actabl Integration contact for structural validation.
5. Register Properties: Finalize your hotel sign-ups within Hotel Effectiveness.
6. Apply Server Details: Input the custom server credentials provided by the Actabl onboarding team into your automated transmission schedule.

💡 Pro-Tip: If your time clock system can only export hours as rigid columns (e.g., Regular, Overtime, Double Time) rather than separate rows, let your contact know immediately. It requires custom scripting and will add time to your implementation.

File Timing & Delivery Schedules

To give your managers an accurate look at their daily budgets, follow these strict transmission rules:

File Type	Mandatory Filename	Minimum Frequency	Preferred Times (Eastern Time)
Punch Data	Punch.csv, Punch.txt, or Punch.xls	4x per day (6x for multi-timezone portfolios)	8:00 AM, 12:00 PM, 4:00 PM, 8:00 PM
Employee List	Employee.csv, Employee.txt, or Employee.xls	1x per day	8:00 PM (captures daytime onboarding changes)

Note: Files cannot be transmitted more frequently than once per hour. Ensure filenames are static and completely overwrite previous files on the server—do not append dates to the filenames.

Required Data Formats

1. Time Clock Punch Data (Trailing 18 Days Required)

• Worked Hotel ID (Required) — Unique site code where the labor occurred.
• Employee ID (Required) — Unique payroll identification code.
• Punch Date (Required) — Date the labor is tied to.
• Worked Position Code (Required) — Specific job code worked (not home position).
• Earning Code (Required) — Category indicator (e.g., REG, OT, VAC).
• Hours (Required) — Calculated numeric hours decimal.
• Wages (Required) — Calculated pay amount.
• Optional fields: Employee First/Last Name, Worked Position Description, In Time, Out Time.

2. Employee List Data

• Home Hotel ID (Required) — Main property identifier for the employee.
• Employee ID (Required) — Payroll ID matching the punch file.
• Employee First & Last Name (Required)
• Hire/Start Date (Required)
• Termination Date (Required) — Leave completely blank for active employees.
• Home Position Code (Required) — Most granular home department tracking level.
• Pay Type (Required) — Salaried or Hourly indicator (e.g., S or H).
• Hourly Pay Rate (Required) — Base pay rate (Salaried equivalent = biweekly salary divided by 80).
• Optional fields: Employee Middle Name, Home Position Description, Email Address, Telephone.

Outcome

Once fully mapped and live, your system data will automatically refresh your dashboards multiple times per day. Managers can instantly see punch edits reflected on their live monitoring consoles without manual intervention.