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Prerequisite for Importing Subphases
Ensure you have Subphases enabled in your Mosaic account. For more information on Subphases, see this Help Doc.

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Legacy Time Entries (without Subphases) Import
Documentation for the Legacy Time Entries (without Subphases) Importer can be found here.

While Mosaic can be used to input Time Entries, Time Entries can also be uploaded from other tools to Mosaic for complete budgets and details on the progress of your Projects.

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Download the Sample File
Before uploading, download the import template to ensure a smooth upload process.

To upload Time Entries:

Confirm either Mosaic Support or your Customer Success Manager have enabled the Time Entries upload tool on your account. To request this tool be added to your account, reach out to our team via [email protected]
Next, fill out the Time Entries information with Subphases on the template file. download here

Here is an overview of the details needed for each column:

Field	Guide	Example	Required
Date	Date of Time Entry. Note*: All dates must be in YYYY-MM-DD format.	2022-01-05	Yes
Employee Name	Full Employee Name. Note:* The employee must exist on Mosaic.	John Smith	Yes
Employee Email	Employee's Email Address. Note:* The employee must exist on Mosaic.	[email protected]	Yes
Portfolio	Name of the Portfolio that the Project is in. Only required if there are multiple Projects with the same Title and Ref# in various Portfolios.	2023 Projects with Subphases	Yes
Project	Title of Project.	Central Park	Yes
Project Ref#	Project Reference Number.	1234.1	Yes
Phase	Title of Phase. Note:* If a phase is not specified in your time entry import or the project does not have a phase yet, the time entries will be imported directly under the project.	Preliminary Design	Yes
Phase Ref#	Phase Reference Number. Note*: Phase number is not required if the phase does not have a number in your financial tool that you are exporting phases from.	100	Yes
Subphase 1	Title of 1st Subphase Level.	Concept Development	No
Subphase Ref#1	Reference Number of 1st Subphase Level.	120	No
Subphase 2	Title of 2nd Subphase Level.	Construction Documents	No
Subphase Ref# 2	Reference Number of 2nd Subphase Level.	300	No
...	...	...	...
Subphase 9	Title of 9th Subphase Level.	Blueprint Drafting	No
Subphase Ref# 9	Reference Number of 9th Subphase Level.	14	No
Work Category	Title of Work Category. Type of work being completed. Note:* Not required if there is no work category under the Project + Phase.	Planning	No
Work Category Ref#	Work Category Reference Number.	B50	No
Description	Details on the work being completed for the time entry.	Survey planning for south park entrance	No
Billable	Are the hours billable/non-billable? Notes: Accepted values = "true", "false". Overridden by Project, Phase, Work Category. Not required if you would like the default value for that Project, Phase and Work Category to be applied to your time entry. The default value will be "true" if the Project, Phase and Work Category are all billable. If either Project, Phase or Work Category are non-billable, the default value will be "false". You can override the default value** by providing a different value for this field.	true	No
Hourly Rate	Billable Rate.	250	No
Hours	Number of Hours.	3	Yes
Invoice Hours	Hours for billing (if different from the entered number of hours)	2	No

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Every Line Denotes a New Entry
For each individual in the Time Entry, create a separate line. If a person has time entries under multiple phases or work categories, each time entry should also have its own line. For example, if you're adding two time entries to a project with two phases, but only one person has time on both phases, the spreadsheet should display three data lines.

Please review this carefully before uploading a data file to get imported

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Please Note:
Ensure your data is accurate and has unique values in the fields below as duplicate time entries in an import will be skipped.
The following fields are used to determine the uniqueness of a time entry for importing:

Project Title

Project Number

Date

Phase

Phase Ref#

Subphase(s)

Subphase Ref#

Work Category

Work Category Ref#

Employee Name

Employee Email

Description

Tip: Provide a unique description for your time entry if all the above fields are identical.

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Importing Phases Reference Numbers with Leading Zeros
Both Excel and CSV formats are supported for import. However, if your phase number includes a leading zero (e.g., "01"), we recommend using the CSV format. Excel may automatically remove leading zeros when displaying values in the formula, which can cause unexpected errors.

Export your completed timesheet import file to the .csv format. Date fields work best in .csv formats.
Navigate to Company Settings > Timesheet, and click the Upload Time Entries button to upload your .csv file.

You can also import time entries from Company Settings > Import page, and click on the + Upload button.

Select Time Entries as the Data to Import. Deselect the Automatic Field Mapping option to prevent columns from automatically mapping, thereby avoiding potential improper data imports.

Select the max levels of Phases you have and to include Work Category or not. The default max level is 10; the default is to not show Work Categories.
Note: If Include Work Categories is not selected, the column will not show in the uploader.
Select the file you would like to import using the file selector or drag and drop the file here.

Once uploaded, the software will try to auto-map the information that we need. You can also change the mapped columns by clicking the dropdown from your columns. It may take some time for the information to auto-populate in our field columns.

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Column Mapping Filters:
To streamline the mapping process, you can filter fields by a variety of factors. These include mapped vs. unmapped, required vs. optional, field errors, warnings, skipped rows, fields with formulas, SmartFill or QuickFixes. In addition, you can filter by field type, specific fields themselves or simply search for fields.

Select which columns to show

Select the column types

Select required/optional fields or specific columns by name

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Red Highlighted Entries
Any boxes that appear in red indicate there is no matching value on Mosaic or there is a typo for this cell.
Please confirm if there is a typo, or if the value does not exist on Mosaic.

If this is a typo, you can update the value in the uploader in the Our Column section.

If this is not a typo, and you want to add the value to Mosaic, either skip the time entry via the checkbox to your left, or exit out of the timesheet import tool to add this value to Mosaic before trying to upload this file again.

Remove Applied QuickFix

Grayed Out Rows

For more information regarding grayed out rows, please refer to the Data Import FAQs.

Once columns have been linked, and any red rows have been addressed, select "Continue" in the top right corner. Review your data once more, and click submit.

You should see this message when it's successfully uploaded:

Click done to close the modal. Under the Draft Import section, click on the Import button for the file that was just uploaded to review the import.

New employees on the file will show on here. You can change their role by clicking on the dropdown.

Change to All Members Imported View to see members linked with the existing members in Mosaic.

If you want to modify the member linked with existing, click on the member name and click select Alternate. Then select the member that you want to link or Import as New.

Once you are finished reviewing your Employees, click Continue.

In the next page, Projects and Phases can either be linked with existing or imported as new.

To link a project with existing, click the plus icon on the right side and select an existing project to link. Click Save.

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Archived Projects
Archived projects will not show i the menu. To link to an archived project, unarchive the project first.

To manually link a phase with existing, click three dot on the mosaic phase, click link with existing phase. Click the lightning bolt icon on the top to automatically map all Phases.

Select the phase on the left side to link, click save.

All linked projects will show in linked section. Once you finish reviewing, click Confirm Import on the top.Please allow up to 24 hours for all imports to finish populating on Mosaic.

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New Project Confirmation
A confirmation modal will appear, displaying the total number of newly imported projects. If the number seems incorrect, click cancel and verify that all projects are mapped properly.

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Note:
Ensure that Members are given at least Team Member Access Level to allow timesheet entries to be submitted by that member (Settings > Members > Access Level). Guests cannot have time entries.

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Time Off Timesheets Import
Mosaic supports the uploading of Time Off timesheets. Project number is required for the upload, so make sure to add a project number before uploading. Follow the steps to add a project number.

Legacy Time Entries Import (without Subphases)

Overview

If you do not have Subphases enabled in your account, you can still use the Legacy Time Entries Import (without Subphases).

Mosaic currently provides imports for the following:

Time Entries (without Subphases)

For other data types please see the guides for uploading into Mosaic, or get in touch with your Customer Success Manager for help.

Links to download Time Entries (without Subphases) import template:

Time Entries (without Subphases) csv template

Please review this carefully before uploading a data import ﬁle

Here is an overview of the details needed for each column:

Field	Guide	Example	Required
Portfolio	Name of the Portfolio that the Project is in.	2022 Projects	No
Project Title	Name of the Project.	Central Park	Yes
Project Number	Identifying Project #.	1234.1	Yes
Phase Name	Phase Name within the project. Note*: Not required if there is no phase under the Project.	Surveying	No
Phase Number	The Phase Number if the Project/ Phase is imported from an integration. Note*: Required if there is a phase number for that phase.	200	No
Work Category	Type of work being completed. Note*: Not required if there is no work category under the Project + Phase.	Planning	No
Employee Name	The Employee's Full Name. Note:* The employee must exist on Mosaic.	John Smith	Yes
Employee Email	The Employee's Email Address. Note:* The employee must exist on Mosaic.	[email protected]	Yes
Date	Date of Time Entry. Note*: All dates must be in YYYY-MM-DD format.	2022-01-05	Yes
Hours	Number of Hours.	3	Yes
Hourly Rate	Billable Rate.	250	No
Description	Details on the work being completed for the time entry.	Survey planning for south park entrance	No
Billable	Are the hours billable/non-billable? Notes: accepted values = "true", "false". Not required if you would like the default value for that Project, phase and work category to be applied to your time entry. The default value will be "true" if the Project, phase and work category are all billable. If either Project, Phase or Work Category are non-billable, the default value will be "false". You can override the default value** by providing a different value for this field.	true	No

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Every Line Denotes a New Entry
For each individual in the Time Entry, create a separate line. If a person has time entries under multiple phases or work categories, each time entry should also have its own line. For example, if you're adding two time entries to a project with two phases, but only one person has time on both phases, the spreadsheet should display three data lines.

Please review this carefully before uploading a data file to get imported

❗️
Please Note:
Ensure your data is accurate and has unique values in the fields below as duplicate time entries in an import will be skipped.
The following fields are used to determine the uniqueness of a time entry for importing:

Project Title

Project Number

Date

Phase

Work Category

Employee Name

Employee Email

Hours

Description

Tip: Provide a unique description for your time entry if all the above fields are identical.