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Timesheet Portal software assists in your pay and bill cycle and gives you the tools to track your profitability and manage projects and contracts in real time, online. Timesheet Portal is an adaptable web-based application, and will work for you whether you're project based, recruitment agency, service or manufacturer.
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What The Integration Does
The integration seamlessly sends placement details from Loxo to Timesheet Portal automatically. Once a placement is saved, the contractor’s timesheet setup is created using the information from Loxo - no manual data entry required. This means recruiters can skip re-keying details in multiple systems and get contractors up and running faster, with fewer errors.
Specifically, it syncs the following to Timesheet Portal:
Contractors: Candidate name, email, and Loxo ID.
Clients: The name of the company where the candidate is placed.
Jobs & Assignments: Job title, start/end dates, pay rates, bill rates and the primary recruiter (job owner).
Timesheet Approvers: The first "Hiring company contact" listed on the Loxo job is automatically designated as the person who will approve the contractor's timesheets.
Permanent Placements: For permanent hires, it syncs salary and fee details.
How It Works
The Loxo to Timesheet Portal integration requires no changes on the Loxo side from how placement data has been entered in the past.
Trigger: The sync is triggered automatically whenever a Placement card/record in Loxo is created or updated.
Real-time Sync: The synchronization happens in the background. If a recruiter updates a placement's bill rate or end date in Loxo, those changes are immediately sent to Timesheet Portal.
One-way Flow: Data only flows from Loxo to Timesheet Portal. Any changes made directly in Timesheet Portal will not be reflected back in Loxo.
Integration Setup
In order to connect Loxo to Timesheet Portal, follow the steps outlined below:
Create an active Timesheet Portal account
Gather your API Client ID and Client Secret
Settings > Account > API Access
Return to Loxo and go to Settings > Integrations
Locate Timesheet Portal
Enter the Client ID and Client Secret
Click Enable
Requirements Within Loxo to Ensure Data Transfer
For a placement to sync successfully, ensure the following are present in Loxo:
Candidate Email: The candidate must have a valid email address.
Job Contact: To automatically set up an approver, the Job in Loxo must have at least one contact person assigned with a valid email as the primary Hiring company contact of the job.
Rates & Dates: Ensure start dates and rates (pay/bill) are filled out, as these are critical for timesheet generation.
Mapped Fields
The following fields are mapped automatically from Loxo to Timesheet Portal:
Contractor Fields
Timesheet Portal Field | Loxo Field |
firstname | Candidate First Name |
lastname | Candidate Last Name |
userCode | Loxo Person ID |
Primary Email (first email listed on profile |
Job/Assignment Fields
Timesheet Portal Field | Loxo Field |
jobcode | Loxo Placement ID - Found at the top left of a placement card. Not the job ID |
startDate | Placement Start Date |
endDate | Placement End Date |
description | Job Title |
payRate | Placement Pay Rate |
chargeRate | Placement Bill Rate |
payCurrencyCode | Placement Bill Rate Currency |
jobOwnerUserCode | Loxo User ID of the "Main" Job Owner |
Client & Approver Fields
Timesheet Portal Fields | Loxo Fields |
clientName | Company Name |
firstName | Approver First Name - from first listed Hiring company contact within the Job |
lastName | Approver Last Name - from first listed Hiring company contact within the Job |
Approver Email | |
jobTitle | Approver Title |
Permanent Placement Fields
Timesheet Portal Fields | Loxo Fields |
salary | Placement Salary |
chargePercent | Placement Percentage Fee |
chargeAmount | Placement Fee |
employeeName | Candidate Full Name |
Custom Fields in Loxo: Data stored in Loxo custom fields within a Placement care will not sync to Timesheet Portal.
Frequently Asked Questions/Troubleshooting
Q. Why didn't my placement sync?
A. If a placement did not sync, first check verify that the integration is still "Enabled" under Settings > Integrations. If enabled, check if the candidate has an email address and/or confirm that the placement was actually saved/updated after the integration was enabled.
Q. Who approves the timesheets?
A. Loxo sends the first "Hiring Manager" listed on the job record as the approver. If no contact is listed, the contractor may be created without an assigned approver in Timesheet Portal.
Q. Can we sync data back from Timesheet Portal to Loxo?
A. No, the current integration is a one-way push from Loxo to automate the setup process in Timesheet Portal. Progressing data back - such as approved hours - is not currently supported.