If you're already tracking apprentice hours in another system—like a time-tracking tool or payroll software—you can easily import that data into Apprentix. The Import Time feature makes it simple to upload apprentice hours in bulk using a provided CSV template.
⚠️ Note: Importing is only available with the Admin Suite package.
🎥 Watch: Import Time Walkthrough
See exactly how to use the Import tool from start to finish.
Learn how to fill out the CSV template and upload apprentice hours in minutes.
Overview of the Import Process
You can import apprentice hours by course or competency using a three-step guided tool inside the Time Tracking section:
Download the template
Fill it out with your data
Upload it directly in-app
Step-by-Step: Importing Apprentice Time
1. Open the Import Tool
Go to Manage Portal > Performance Tools > Time Tracking
Under the Actions tab, click Import
A pop-up will appear outlining the three import steps
2. Download and Prepare the Template
Click Get Template in the pop-up
The file will automatically download to your computer
Open the CSV and enter your data
Required fields in the template:
Apprentice Email – must match exactly with an existing user in the system
Start Date / End Date – typically your payroll or reporting period
Course / Competency – pulled directly from your program (do not edit these)
Type – whether it's course or competency time
Hours – time being credited for each entry
📝 Tip: The same apprentice email will often appear on multiple rows if logging time for more than one course or competency.
Optional field:
Notes – Add context like payroll periods (e.g., “10/24–10/31 payroll”)
⚠️ Important Formatting Rules:
Do not edit or delete any column headers (Row 1)
Do not remove or reorder any columns
Save the file as a .CSV format before uploading
3. Upload and Import Your File
Back in the import pop-up, click Click to upload file
Select your completed .CSV file
Once the file is attached, the Import button will become active
Click Import — you’ll see a message that the system is processing your entries
⏳ Processing time depends on the size of the file. You can close the window and check back later.
4. After Importing
Review your entries in the Pending tab
You can Edit, Delete, or Approve each entry
Click Select All > Approve when you're ready
🛑 If an apprentice email doesn’t match anyone in the system, that row will be skipped.
Troubleshooting Tips
Make sure all apprentice emails exactly match what's in the system
All columns except Notes are required
Use the Notes column for audit details (e.g., payroll ranges)
Check for typos or missing values if the import fails
If your import file isn't working, it's possible that you're using the old import template. To make sure you're using the correct import template, go to Performance Tools > Time Tracking > Actions > Import > click on the 'Get Template' button. A file will download that's custom to your program so you can use that template.
Need Help?
If you're having trouble formatting your CSV or completing the import, reach out to us:
📧 Email: [email protected]
💬 In-app Chat: Use the chat bubble in your Admin Portal