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Octime 🤝 HR scheduling and time management solutions (Core HR)

  • ~min.

    • Operation and implementation of the connector with Octime

    How the integration works

        • Solutions involved: Core HR 
        • Type of integration: flat file on an FTP
        • Integration direction: Lucca to Octime
    This help sheet is only related to the export of employee data. At this time, we cannot interface with their time clock export software.

     

    To find out more about this publisher, visit their Marketplace sheet

    Setting up the integration

    To perform the integration, the Lucca database administrator will need to set up an FTP. This will allow you to synchronize the new users, the modifications of the user files as well as the employee’s end of contract date.

    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 transfer will be automated at a time that you need to define (we recommend during the night, 3am for example). 

    This implementation requires a modification of the settings on Lucca:

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

    When sending employee data to Octime, a dedicated section must be created in the employee's HR file with the following mandatory data:

      • Number (must be configured in the format used by the payroll software: Automatic number generation when creating an employee)
      • Last name
      • First name
      • Birth name
      • Username
      • Date of birth 
      • Gender
      • Seniority date
      • Address line 2
      • House number
      • a, b, etc. (make a drop-down list with A, B, C, D)
      • Street name
      • Postal code
      • City
      • Professional email
      • Personal email
      • Contract start date
      • Contract end date
      • ETP (data format: text /!\ the administrator must complete the data with 2 decimal places: XXX.00 without that the data will not be integrated → you can add to the label of the data "remember to modify this data when creating a new contract" to avoid forgetting)
      • Effective date of ETP
      • Contract template
      • Contract start reason
      • Contract end reason
      • Direct line
      • Monthly contractual hours (data format: text /!\ the administrator must complete the data with 2 decimal places: XXX.00 without that the data will not be integrated → you can add to the label of the data "remember to modify this data when creating a new contract" to avoid forgetting)

     

    • The following data must be created, but can be sent empty. This is used to maintain the structure of the export file. By default, the information on the employee's job is not recorded. If the customer wants to enter them in Lucca, they should enter this information first in Octime and then replicate it in Lucca. This data originated from Octime, the customer will have to keep this information up to date in Lucca if they want to use it. 
      • Date of entry to the job
      • Job code (data format: list of values)
      • Job title (data format: list of values)
    • The following data can be created optionally. There can be up to 10 levels. We do not include the "job" data history by default. If the client wants to manage this data in Lucca, they will have to keep the information up to date in both programs
      • Date of assignment to the structure
      • Structure assignment code (data format: list of values)
      • Label of the assignment to the structure (data format: list of values)

    Why not manage the job and structure directly in Lucca?
    Because this data is created in Octime. Octime must send us this information to be integrated into the data concerned. If you add this data in Lucca and it does not exist in Octime, the import file will be rejected. In addition, if you only modify the code and/or the label without modifying the date of accepting the job/assignment, this will affect the calculations performed by Octime.

    This is the standard setting, it can vary depending on what has been configured in your database on the Octime side.

    The settings in the PSRH export must be done in this order: 

    Lucca data Export code Mode of correspondence/comment
    Employee Number Matricule  
    Last name Nom  
    First name Prénom  
    Birth name Nom de naissance  
    Username Identifiant  
    Date of birth Date de naissance  
    Gender Sexe

    replace Female by F

    replace Male by M
    Seniority date Date d'ancienneté  
    Address line 2 Cplt d'adresse  
    House number Numéro  
    a, b, etc Extension  
    Street name Voie  
    Postal code Code postal  
    City Ville  
    Professional email Adresse mail  
    Personal email Adresse mail perso  
    Start of contract Date de début de contrat  
    Contract end Date de fin de contrat  
    ETP ETP  
    Effective date of ETP Date de prise d'effet  
    Contract template Modèle de contrat  
    Contract start reason Motif de début de contrat  
    Contract end reason Motif de fin du contrat  
    Direct line N° de téléphone 1  
    Contractual hours Horaire mensuel du contrat  
    Date of entry to the job Date du poste  
    Code of the job pos_cod  
    Job title pos_lib  
    Date of assignment to the structure Date de l'affectation For the data on the structure of the job, there can be up to 10 levels, so it is important to put this data at the end of the export to avoid preventing the integration 
    Code of the structure assignment

    niv_cod1

    et si plusieurs niveaux niv_cod2; niv_cod3 etc.
    Label of the assignment to the structure

    niv_lib1

    et si plusieurs niveaux niv_lib2; niv_lib3 etc.
    The "Contract template", "Contract start reason", "Contract end reason" fields are new data from the contract module, they are only exported and cannot be integrated into the HR file.

    The export configuration must be:

    • Generic CSV format
    • Date format dd/MM/yyyy
    • Decimal point separator: comma
    • Field separator: semicolon
    • File type: CSV file
    • select "Generate header row" Data label

    Then create an alert of modification type > start> Contract start date.

    In the options of this alert, put an informative description such as:

    When changing your contract, remember to change the following information:

    • ETP (remember to indicate decimals in .xx format)
    • Effective date of ETP
    • Monthly contractual working hours (remember to indicate the decimals in .xx format)

    By default, the following data should be managed by Octime, but if you wanted to integrate them into Lucca, remember to also update:

    • date of entry, job code and job title 
    • date of assignment, the code and label in the structure

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