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Pay rate import

Use Pay rate import to create or update pay rates from a CSV file. Pay rates define the hourly rates that can be used for personnel compensation and related planning or reporting workflows.

A pay rate can include one or more rate rules. For example, one pay rate can include different rules for weekdays, weekends, day shifts, and night shifts.

Pay rate import uses each pay rate’s ExternalId to decide whether to create a new pay rate or update an existing one.

In this article

  • Where to find Pay rate import

  • Before you import pay rates

  • Prepare your CSV file

  • Import pay rates

  • How pay rates are created and updated

  • Available fields

  • Days of week values

  • Prerequisites and limitations

  • Troubleshooting

Where to find Pay rate import

  1. Open Account settings.

  2. Go to Import.

  3. Select Pay rates.

Pay rate import is only available when you are online and when your user role has permission to import account settings.

Before you import pay rates

Before importing pay rates, make sure:

  • Your file is saved as a CSV file.

  • Each pay rate has an ExternalId.

  • Each rate rule has a name, start time, end time, and hourly rate.

  • The currency code in the file is available in Shoreline.

  • You understand whether the import should create new pay rates or update existing pay rates.

Prepare your CSV file

Create a CSV file with one row per rate rule.

If a pay rate has multiple rate rules, add multiple rows with the same ExternalId. Shoreline will group those rows into one pay rate.

For example, you can use the same ExternalId for one pay rate and add separate rows for:

  • Day shift

  • Night shift

  • Weekend rate

Required fields

Field Description
ExternalId Unique ID used to create or update the pay rate
Name Name of the pay rate
Country Country for the pay rate
CurrencyCode Currency code, such as NOK, EUR, GBP, or USD
RateName Name of the rate rule
StartHours Start hour for the rate rule
StartMinutes Start minute for the rate rule
EndHours End hour for the rate rule
EndMinutes End minute for the rate rule
HourlyRate Hourly rate amount

Optional fields

Field Description
IsDefault Marks the pay rate as the default pay rate when set to true
RateExternalId External ID for the individual rate rule
MaxHoursPerDay Maximum number of hours per day for the rate rule
MaxHoursPerWeek Maximum number of hours per week for the rate rule
DaysOfWeek Days when the rate rule applies
AllDay Marks the rate rule as an all-day rule when set to true

Example CSV

ExternalId Name Country CurrencyCode IsDefault RateName RateExternalId StartHours StartMinutes EndHours EndMinutes HourlyRate MaxHoursPerDay MaxHoursPerWeek DaysOfWeek AllDay
PR-001 Standard technician rate Norway NOK true Day shift R-001 7 0 15 0 450 8 40 0,1,2,3,4 false
PR-001 Standard technician rate Norway NOK true Night shift R-002 15 0 23 0 600 8 40 0,1,2,3,4 false
PR-001 Standard technician rate Norway NOK true Weekend R-003 0 0 0 0 750 8 40 5,6 true

Import pay rates

  1. Open Account settings.

  2. Go to Import.

  3. Select Pay rates.

  4. Review the field mapping.

  5. Make sure each Shoreline field is matched to the correct CSV column.

  6. Select your CSV file.

  7. Start the import.

  8. Review the import result after the file has been processed.

The import processes each row separately. Some rows can succeed while other rows fail.

How pay rates are created and updated

Shoreline uses ExternalId to decide whether to create or update a pay rate.

  • If no pay rate exists with the same ExternalId, Shoreline creates a new pay rate.

  • If a pay rate already exists with the same ExternalId, Shoreline updates that pay rate.

  • If multiple rows in the same CSV file use the same ExternalId, Shoreline creates or updates one pay rate with multiple rate rules.

  • The first row for an ExternalId creates or updates the pay rate.

  • Additional rows with the same ExternalId add more rate rules to that same pay rate.

When updating an existing pay rate, Shoreline replaces the pay rate’s existing rate rules with the rate rules included in the new import.

This means you should include all rate rules for the pay rate every time you update it. If an existing pay rate has three rules and you import only one rule for the same ExternalId, the pay rate will have only one rule after the import.

Available settings and values

IsDefault

Use true to mark the pay rate as the default pay rate.

If IsDefault is empty, missing, or set to any value other than true, the pay rate is not marked as default.

AllDay

Use true when the rate rule applies all day.

If AllDay is empty, missing, or set to any value other than true, the rate rule is not treated as an all-day rule.

StartHours and EndHours

Use whole numbers from 0 to 23.

Examples:

  • 0 means midnight.

  • 7 means 07:00.

  • 15 means 15:00.

  • 23 means 23:00.

StartMinutes and EndMinutes

Use whole numbers from 0 to 59.

Examples:

  • 0 means the start of the hour.

  • 30 means half past the hour.

HourlyRate

Use a number. The value cannot be negative.

MaxHoursPerDay

Use a number from 0 to 24.

MaxHoursPerWeek

Use a number from 0 to 168.

DaysOfWeek

Use comma-separated numbers from 0 to 6.

Do not use day names such as Monday or Tuesday in this field.

Days of week values

Value Day
0 Monday
1 Tuesday
2 Wednesday
3 Thursday
4 Friday
5 Saturday
6 Sunday

Examples:

DaysOfWeek Meaning
0,1,2,3,4 Monday to Friday
5,6 Saturday and Sunday
0,1,2,3,4,5,6 Every day

Prerequisites and limitations

  • Pay rate import is not available offline.

  • Your user role must have permission to import account settings.

  • Pay rates must be available for your account.

  • The file must be a CSV file.

  • ExternalId is required.

  • ExternalId is used to create or update pay rates.

  • Name, Country, CurrencyCode, RateName, StartHours, StartMinutes, EndHours, EndMinutes, and HourlyRate are required.

  • CurrencyCode must match a currency available in Shoreline.

  • StartHours and EndHours must be between 0 and 23.

  • StartMinutes and EndMinutes must be between 0 and 59.

  • HourlyRate cannot be negative.

  • MaxHoursPerDay must be between 0 and 24.

  • MaxHoursPerWeek must be between 0 and 168.

  • DaysOfWeek must contain only numbers from 0 to 6.

  • Boolean fields are treated as true only when the value is true.

  • Updating an existing pay rate replaces its existing rate rules with the rules included in the import file.

  • Pay rates are matched within your account only. A pay rate with the same ExternalId in another account is not updated.

Troubleshooting

I cannot see Pay rate import

Check that:

  • You are online.

  • Your user role has permission to import account settings.

  • Pay rates are available for your account.

  • You are looking under Account settings > Import > Pay rates.

My import says “External ID is required”

The row is missing a value in ExternalId.

Add an ExternalId and import the file again.

My import says “Name is required”

The row is missing a value in Name.

Add the pay rate name and import the file again.

My import says “Country is required”

The row is missing a value in Country.

Add the country and import the file again.

My import says “Currency code is required”

The row is missing a value in CurrencyCode.

Add the currency code and import the file again.

My import says the currency code was not found

The value in CurrencyCode does not match an available currency in Shoreline.

Check the currency code, update the CSV file, and import it again.

My import says “Rate name is required”

The row is missing a value in RateName.

Add the rate rule name and import the file again.

My import says the start or end time is not valid

Check these fields:

  • StartHours must be a number from 0 to 23.

  • StartMinutes must be a number from 0 to 59.

  • EndHours must be a number from 0 to 23.

  • EndMinutes must be a number from 0 to 59.

My import says “Hourly rate must be a positive number”

Check the value in HourlyRate.

The value must be a number and cannot be negative.

My import says “Days of week value is not a valid integer”

The DaysOfWeek field contains a value that is not a whole number.

Use only numbers from 0 to 6, separated by commas.

Example: 0,1,2,3,4

My import says the day of week must be between 0 and 6

The DaysOfWeek field contains a number outside the allowed range.

Use:

  • 0 for Monday

  • 1 for Tuesday

  • 2 for Wednesday

  • 3 for Thursday

  • 4 for Friday

  • 5 for Saturday

  • 6 for Sunday

My import says max hours per day is not valid

Check MaxHoursPerDay.

The value must be a number from 0 to 24.

My import says max hours per week is not valid

Check MaxHoursPerWeek.

The value must be a number from 0 to 168.

My existing pay rate lost some rate rules

This can happen when you update an existing pay rate. The import replaces the pay rate’s existing rules with the rules included in the CSV file.

To fix this, import the pay rate again with all rate rules that should belong to that pay rate.

A row updated an existing pay rate instead of creating a new one

A pay rate with the same ExternalId already exists.

Use a different ExternalId if you want to create a separate pay rate.

My pay rate has fewer rules than expected

Check that all rows for the same pay rate use the exact same ExternalId.

Rows with different ExternalId values create or update different pay rates.