Integrating Time Logs from Employment Hero

Overview

This feature enables timesheet creation in R2 Labor by importing approved work time logs of resources from the Employment Hero (EH) application against the jobs/bookings/calendar events the resources have worked on. The timesheet and associated actual costs will then be reflected within R2 Labor.

Prerequisites

Ensure the following prerequisites are met:

Install components on the client machine:
- Python
- Oracle SqlPlus Client
- Oracle Sql* Loader
Set up R2 Labor with:
- An order with at least one labor position added.
- Assigned resources to those positions with status "Confirmed".
- A defined start and end date for each assignment.
- EWT records defined for the same date range.
- A calendar event definition.

Configuration

Setting up EmploymentHeroAPIConfig.ini

The configuration file EmploymentHeroAPIConfig.ini, located at:

../CustomScripts/EmploymentHeroIntegrationForTimesheet/

Sections and Fields

Field Name	Description
[API]Host	Domain or hostname of the API.
[API}timesheet_endpoint	Specific resource or endpoint you are trying to access within the API for the timesheet.
[API}employee_endpoint	Specific resource or endpoint you are trying to access within the API for the employee details.
[API]Username	API credentials
[API]Password	API credentials
[Database]schema_username	Username for Oracle schema being used.
[Database]schema_password	Password for the above Username
[Database]service_name	Configured Service Name for the Schema being used.
[TimesheetInfoConfig]createdby	R2Labor user who created the Timesheet
[TimesheetInfoConfig]start_delimiter	Start and Stop Delimiter are used to extract the following values from the`fullyQualifiedLocationName` field in the API response record. Start_Delimiter field can be blank. Job ID: Located between the start and stop delimiter. Calender Event: Event name is prefixed.
[TimesheetInfoConfig]stop_delimiter
[TimesheetInfoConfig]event_name_prefix

The ‘event_name_prefix’ is picked from the above setting and matched the with ‘Description’ text of all the ‘Calendar Events’ definitions in R2Labor, to ascertain if the extract record is indeed a ‘Calendar Event’ or not.

See below, screenshot of a sample INI file

Screenshot of a sample INI file

Execution Modes: dry_run vs live_run

The integration batch program must be executed with a required parameter to determine the execution mode:

dry_run:
- Only generates success and failure logs
- No timesheets are created
- Useful for previewing potential outcomes
live_run:
- Processes valid EH records and creates timesheets
- Generates success and failure logs

If neither parameter is provided, the program will terminate immediately.

To separate manual and scheduled usage, users can run the integration in either mode as per requirement.

How Sync Works?

For a record from Employment Hero to be successfully processed:

A matching EWT record must exist in R2 Labor
A matching calendar event (either existing or auto-created) must exist

Only records with Approved status in EH are considered.

Enhanced Handling of Mixed Record Validity

Valid records are processed and integrated
Invalid records (e.g., missing Resource ID, duplicates) are skipped
The batch continues processing without being blocked

Timesheet Naming Convention

Timesheets will be named: Processed from EH <From Date> - <To Date>
If a timesheet with the same name already exists, a suffix like _01, _02, etc., is appended
From Date and To Date reflect the earliest and latest timesheet lines
Timesheet type will be Week

Log Files & JSON Payload

For each execution:

Two CSV logs are generated:
- One for successfully processed records
- One for failed records with detailed reasons
JSON Extract:
- Contains the full EH response payload
- Placed alongside the logs for reconciliation

Folder Structure

Success Folder:
- If all records succeed
- Stores success logs and JSON response
Failure Folder:
- If some or all records fail
- Stores failure logs, success logs (if partial success), and the JSON response

File Naming Convention

All logs and JSONs will follow this format:

Live_Run_<Order Description>_<YYYYMMDD>_<HHMMSS>.JSON
Live_Run_Failure_Details_<YYYYMMDD>_<HHMMSS>.csv
Live_Run_Success_Details_<YYYYMMDD>_<HHMMSS>.csv

Dry_Run_<Order Description>_<YYYYMMDD>_<HHMMSS>.JSON
Dry_Run_Failure_Details_<YYYYMMDD>_<HHMMSS>.csv
Dry_Run_Success_Details_<YYYYMMDD>_<HHMMSS>.csv

Supported Scenarios

Scenario 1: Timesheets for Booking Lines

Create and save an order with labor details in R2.

Assign positions and confirmed resources in R2 Labor.

Run the script in the required mode(Dry_run/Live_run)
Timesheets will be populated in R2Labor for successful entries

Scenario 2: Timesheets for Existing Calendar Events

Within R2Labor, this has two parts - Defining a Calendar Event and Creating a Calendar Event for a specific crew on a certain date.

How to Define a Calendar Event in R2Labor?
How to Create a Calendar Event in R2Labor?

Before extraction is initiated, it is important to ensure that: All the ‘Calendar Events’ needed from Employment Hero are in ‘Approved’ state, since the scripts will look for only those events.

Pre-create matching Standalone Events in R2Labor and EH
Records from EH will be mapped using event_name_prefix
Timesheets are created if matches are found; otherwise logged as failed

Scenario 3: Timesheets for Auto-Created Standalone Events

No manual calendar event creation in R2Labor required
Integration auto-creates standalone events in R2Labor if not exists
Timesheets created after event creation if valid

Multiple records for the same resource and same event/date will cause the entry to be skipped and logged as failure.

EH Data Integrity

No updates are made to Employment Hero
It is the user’s responsibility to mark records as “Processed” in EH
This avoids reprocessing on future runs