Question 1

Is it safe to connect to Xero / Can you see my password?

Accepted Answer

UpSheets connects to Xero using OAuth, which requires you to login to your Xero account and approve the connection.

UpSheets does not see, or store your Xero login details and has no access to your Xero account after you have finished using it.

After clicking connect - You can verify that you are indeed logging into Xero by looking at the address in your browser when you are redirected to login - it will be on the xero.com domain:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/JRU9qS1Jee/secure.png (secure)

All data transmitted between you, UpSheets and Xero is secured using industry standard HTTPS/TLS encryption.

Question 2

Importing Connecteam Data to Xero

Accepted Answer

Overview

UpSheets allows you to import data directly from Connecteam to Xero Payroll.

Enable the Connecteam Integration

Before importing your Connecteam data and uploading it to Xero, you must first enable the Connecteam Integration.

Importing

Once enabled, the Import screen will have a new Data Source for Connecteam. When selected, your active Time Clock and From/To dates will be displayed.

To import Data:

Select the From and To dates from which you wish to import data. All time data in Connecteam will be imported for this range (including all data on the From and To dates).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/dQVVaS9S8m/connecteam_select.png (connecteam_select)

Select the type of transactions you wish to import and any other options (or accept the defaults). Click Import Data to proceed.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/baaIi8dAtI/import_data.png (import_data)

You can import the data as Timesheets, Leave or Payslip adjustments. If you have used start/end times in Connecteam these can also be used in conjunction with Smart Formulas.

Your data will be imported and displayed on the following screen. The columns are labelled according to the Connecteam definition - depending on how you have set this up, you will need to select the appropriate columns to map the name, type, hours, date, description etc. Then click Validate to proceed.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/MYIUUZiBxa/connecteam_imported.png (connecteam_imported)

Your data will be imported and validated by UpSheets.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/iMH1Wa0TRa/connecteam_validated.png (connecteam_validated)

Click Upload to upload your data to Xero Payroll.

Question 3

Can I upload Full Name instead of First / Last Name?

Accepted Answer

UpSheets gives you the option to either load:

First Name and Last Name; or
Full Name

If you have a full name field in your spreadsheet that you wish to split into columns, you can use the Text to Columns feature in Excel or a formula as below to separate the Full Name into First/Last.

These formulas would split the value "Mary Smith" in cell A2 into "Mary" and "Smith". You can place them in new columns and copy them down to apply to all of your data.

First Name: =LEFT(A2,FIND(" ",A2,1)-1)

Last Name: =RIGHT(A2,LEN(A2)-FIND(" ",A2,1))

Question 4

Can I upload Draft Timesheets or Approve them after upload?

Accepted Answer

Yes.

The default option for uploading timesheets to Xero is a status of Draft. If you would like to upload timesheets with a status of Approved, just select the appropriate radio button when importing your file to UpSheets.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/aCZKd1XYcp/10.png (10.png)

Alternatively, you may select the Approve All button after uploading your file to Xero and UpSheets will approve all eligible timesheets for you.

Question 5

Connecting Toggl to UpSheets

Accepted Answer

Overview

You can connect UpSheets directly to Toggl Track to import your data and upload it to Xero. This streamlines the process and removes the need to export and import CSV files.

Enabling the Clockify Integration with UpSheets

Toggl Track data can be accessed by creating an API Token.

To enable this feature, complete the steps below.

To create an API key you must first Register for Toggl if you have not already done so.
After logging in, select Profile > Profile Settings from the menu and scroll down to API Token section. Copy the API Token for the next step.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/BeXvTkEJoX/toggl%20settings.png (toggl settings)

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qQg68TxEpN/toggl%20token.png (toggl token)

IMPORTANT: Keep your API Token secret just as you would a password

Select Integrations from the menu in UpSheets and click the Toggl tab. Enter the API key. The API key will be masked for security reasons.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/QrRTmt2nTL/toggl%20integration.png (toggl integration)

Once connected, the integration will become enabled. If you have more than one workspace, select the one you wish to use as the source of data

Question 6

Leave already exists for employee

Accepted Answer

In order to prevent duplicates, Xero does not allow leave requests for the same employee, start date and finish date.

If you receive this error, it is usually because the leave has already been entered or uploaded. If you do wish to upload it, you can do so buy altering either the start or end date so it is no longer a duplicate.

Question 7

Overwrite Approved Timesheets

Accepted Answer

****This functionality is only available for users in NZ/UK*

You can allow approved timesheets to be overwritten by selecting the option Allow approved timesheets to be overwritten (NZ/UK Only) in your user settings.

A warning message will then be displayed instead of an error and you can then upload the timesheet.

Question 8

Rate Types when Uploading Earnings Lines to Timesheets

Accepted Answer

Earnings Pay Items may be uploaded as timesheets so long as they:

Have a rate type of Multiple

OR

Have a Have a **rate type **of Rate Per Unit; and
The type of units matches the value on the ordinary earnings rate set for the employee.

E.g. For an employee who has an ordinary earnings rate set to Ordinary Hours (Ttpe of unit = Hours), you can load:

Any earnings pay item with a unit of hours
Any earnings pay item with a rate type of Multiple

If you were to try and load an earnings pay item with type of unit set to Days, an error will be given.

***Timesheets: Pay Item must have a MULTIPLE Rate type OR have a unit of Hours (not Days)