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    Go2Clock: Automation Tasks

    Automation Tasks can be used to schedule an import or export of data between Go2Clock and Sage HR or PeopleHR. They’re an additional cost and aren’t included as part of the standard Go2Clock subscription.

    The number of Automation Tasks you need depends on which processes you want to automate and how frequently they need to run. If you’d like Automation Tasks added to your account, please contact Idency and we can provide costing and help with setup.

    How the Automation Tasks Work

    Each Automation Task runs once every 24 hours, at a set scheduled time. If you need multiple or more frequent automations, additional Automation Tasks will need to be purchased.

    For example, if you need a process to run once every 24 hours, one Automation Task is sufficient. If you need that process to run twice within a 24 hour period, two Automation Tasks are required.

    Available Automation Tasks

    The following processes can be configured as Automation Tasks:

    • Sage HR Employee Timesheet Upload: automatically uploads employee clocking records to Sage HR timesheets
    • Sage HR Holiday Import: automatically imports employee holiday information from Sage HR into Go2Clock
    • PeopleHR Holiday Import: automatically imports employee leave information from PeopleHR into Go2Clock
    • PeopleHR Timesheet Create: creates the employee’s timesheet in PeopleHR using the available clocking records
    • PeopleHR Timesheet Update: updates an existing PeopleHR timesheet with any additional or missing clocking records

    Sage HR Employee Timesheet Upload

    The Sage HR Employee Timesheet Upload Automation Task automatically exports employee clocking records from Go2Clock into their Sage HR timesheets.

    For clocking records to upload successfully, employees must have a complete pair of clock records, consisting of an IN and an OUT clock. An employee cannot have an odd number of clock records uploaded into Sage HR.

    PeopleHR Timesheet Create vs Update

    When using the PeopleHR Timesheet Automation Tasks, it’s important to understand the difference between Create and Update, as they each have a different function.

    PeopleHR Timesheet Create should be used when employees are expected to have completed their first clocking. This creates the timesheet in PeopleHR using the clocking information already available in Go2Clock.

    PeopleHR Timesheet Update should then be used to add any missing or additional clocking records to a timesheet that’s already been created. The Update function does not create the initial timesheet, so if an employee’s timesheet hasn’t yet been created in PeopleHR, running the Update automation won’t create it.

    For example, if employees clock in and out throughout the day, use the Create automation after the first clocking has been completed to create their timesheet. Use the Update automation later to add any additional clocking records generated during the day.

    Want to set up Automation Tasks on your account?

    Get in touch and we’ll talk you through the options and costs involved.

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