Skello 🤝 An online scheduling and personnel management solution (flat file)

Connector operation and setup with Skello

How the integration works

• • • Solutions involved: Core HR 
    • Type of integration: flat file on an FTP (Paid - request a quote from Skello)
    • Integration direction: Lucca to Skello

Foreword

Setting up up an FTP server

To set up the integration, the Lucca database administrator will need to set up an FTP server. This will enable you to synchronize the new users, any changes to the user files as well as employees’ end-of-contract dates.

You will need to configure your HR file with the data below. The data is necessary for the correct functioning of the connector. The export will be sent automatically at a time specified by you (it must be sent before midnight, and so we recommend setting the deadline to 10:59 pm). 

Skello is in charge of deleting the FTP export once it has been used in their solution.

Employee Number

In Skello, the employee's login is their employee number. Every employee in your Lucca database must have a unique number.

We therefore advise you to automatically generate employee numbers in Lucca. This enables you to generate employee numbers that are unique across all your establishments in the database.

Contract Templates

You will need to activate the following data: "end date of trial period", "reason for contract start", "reason for contract end", as well as the "Contract reference" data.

IMPORTANT: The contract reference must be unique. Currently, it is not possible to control uniqueness on Lucca, you must think about the creation scheme for this data to ensure that it is unique (for example by indicating the contract number attached to the last name).

Managing Contract Amendments

• Contract amendment: You must not create an amendment in Lucca. The administrator must create a new contract and close the previous one. For the new contract, you must indicate a contract reference that is different from the previous contract and unique.
• An employee leaves the workforce: The administrator must close the contract in Lucca by indicating an end date.
• Creating a new employee: The administrator must indicate a unique contract reference when creating the contract in Lucca.

You will be required to complete the following data with the new information:

• Weekly working hours
• Number of annual days (if daily rate)
• Work time measurement

Changing the employee's contract: The administrator must close the previous contract and create a new contract indicating a unique contract reference that is different from the previous contract.

Setting up the integration

This implementation requires a modification of the settings on Lucca:

• creation of user exports in the format required by Skello
• creation of a section in the HR file with the necessary data for Skello

For this setting, you need the new export module. If you don't already have it on your database, please ask your consultant.

Please read these two help sheets for guidance:

• Setting up an export configuration
• Generate an export

IMPORTANT: the two exports below must be configured for the integration to function correctly.
 

If a mandatory data item is missing in the export, the import of the line concerned will be in error.

User import file (SAL)

The specific data to be created are:

• • • Cost of transport pass = data format: text
    • Level = data format: drop-down list that goes from I to V
    • Step = data format: drop-down list that goes from I to III
    • Gross hourly rate = data format: text
    • Net hourly rate = data format: text
    • Calculation of time worked = data format: drop-down list with "Standard" and "Package per day" options
    • Number of days per year (if package per day) = data format: text
    • Weekly hours worked (if standard) = data format: text
    • Additional address line 1 = data format: text
    • Additional address line 2 = data format: text
    • Contract Terminaison Date = data format : Date
      This field should be filled in with the exact date on which the employee's employment with the company ends. It's crucial to use this field specifically for this purpose and to avoid using the general "contract end date" field already present in Lucca. The reason for this is to prevent the employee's record from being automatically closed in the system.

IMPORTANT: all export columns must be created. 

Anything in bold must be completed.

To obtain data in ISO 3166-1 alpha-2 format, you need to define the cell settings:

• click on the data concerned
• activate “Define the number of characters in the cell”
• number of characters: limited 2
• truncation: from the right
• Save

The export configuration must be:

• Configuration settings:
  • Export configuration name: Skello

• File templates :
  • File name: SAL{{export.date}}
  • Format: CSV
  • Encoding: UTF-8
  • Date format: dd/mm/yyyy
  • Field separator: Semicolon
  • Decimal point separator: Comma
  • Include in export file: all employees

The ISO 3166 standard aims to define internationally recognized letter and/or number codes that can be used to designate countries and their subdivisions. The ISO 3166-1 alpha-2 code for France is FR.

Contract import file (CONT)

The specific data to be created are:

• Weekly hours worked = data format: text
• Activity rate = data format: text
• Contract number = data format: text

Unlike the SAL export, for the CONT export, it is necessary to use the Lucca contract end date rather than the custom data. The CONT export requires knowing all the start and end dates of the employee's contracts, which is why it is important to create successive contracts for this employee rather than using contract amendments.

IMPORTANT: all export columns must be created. 

Anything in bold must be completed. 

You can add an export file to the Skello configuration.

This new export must be set up as follows:

• File templates :
  • File name: CONT{{export.date}}
  • Format: CSV
  • Encoding: UTF-8
  • Date format: dd/mm/yyyy
  • Field separator: Semicolon
  • Decimal point separator: Comma
  • Include in export file: all employees

Update data via an import in Lucca

If you need to update employee data in bulk, please refer to the relevant page: Importing employee data