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In this article, we will go over how to automatically create timesheet entries from your scheduled shifts in Connecteam using Zapier integration.
Prerequisites
For this automation, you will need the following items in Connecteam:
Create a shift in Connecteam
Make sure your shift is assigned to a job in Connecteam
Connecteam account with an Advanced business plan or higher
In the example below you can see how this should look in Connecteam:
Step by Step: Setting up the Automation on Zapier
Before we begin, it's important to note that each connection/automation made through Zapier is known as a Zap. Every Zap consists of a trigger and one or more actions. A trigger is an event that starts a Zap, and an action is an event a Zap performs.
In our example, the new shift in Connecteam serves as the trigger, with the action being your timesheet automatically populated.
Step 1: Connect to your Zapier account and create a new Zap
Step 2: Create Your Trigger.
First, click on the trigger rectangle and select Connecteam. In the Setup tab, choose Trigger Event as "New Shift in Scheduler" and then connect your Connecteam account.
Note: The Zapier setup process follows three main steps: the Set Up tab, the Configure tab, and testing your Zap.
⚠️ Important: If this is your first time connecting to Zapier, you will be asked to enter your Zapier API key which can be acquired by clicking on your avatar at the top right > Settings > API & Integrations and then generating your Zapier API Key to copy into Zapier. Then, return to Zapier and in the configure step proceed with the rest.
Next, in the Configure tab, you will need to select your scheduler.
Then, click on the 'Test trigger' button. This will "pull" the records of the shifts you have in the Job Scheduler. You need to make sure that the shift you're pulling is the correct one you want to have in the Timesheet.
Step 3: Now it's time to create the Action. To do so, click on the Action rectangle and search for Connecteam.
Then, choose what action event you want to take - in our case, 'Create Timesheet Row' and make sure it's connected to your Connecteam account. Then select Continue.
In the Configure Tab make sure to pull the following information:
Assigned User - First, click on the three dots and select 'Custom' (not 'Static') to make sure it's dynamic and doesn't go to the same employee. Then select 'Assigned User ID' from Connecteam.
Time Clock - Select the relevant Time Clock. In our example, "Full Time".
Timezone - Select the appropriate timezone that you have set for your Time Clock.
Start Time - Select the Start Time from Connecteam.
End Time - Select the End Time from Connecteam.
Associated Job - First, click on the three dots and select 'Custom' (not 'Static') to make sure it's dynamic in the future, then select the 'Job ID' from Connecteam.Then click on Continue.
Step 4: Test and Publish the Zap
The next and final step is to test the zap and publish it. Here you will see a summary of the action you just created. If everything looks correct, click on 'Test step.'
If everything works and no errors are returned, you will see a checkmark in the action section, you'll also see that a Timesheet row was sent to Connecteam verifying that things did work. Now, you can proceed to publish this automation by clicking on 'Publish.'
How the Scheduled Shift Appears on the Timesheet
The scheduled shift will now appear in your employee's Timesheet in the Time Clock
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