Setup - Time & Attendance Power Extension



Hubdrive Time & Attendance Power Extension enables powerful time tracking capabilities for your business. Your employees can use the Hubdrive Virtual Time Clock in Dynamics 365 CRM to track the start and end of their work day, and the beginning and end of breaks. Daily, Weekly and Monthly overviews of Hours Worked are automatically calculated for each employee.



The Hubdrive Time & Attendance Module requires that the Workers from F&O which use the module exist as Employees in the Hubdrive Employees Table. The Employees need valid Employment Terms, which define the allocated hours per work day. Leave Requests from F&O are synchronized with Hubdrive Leave Requests, so that leave hours can be calculated correctly.



How to synchronize F&O Workers with Hubdrive Employees

  1. Navigate to the F&O Worker view in the "F&O Integration" Area of the HR Hub App under "F&O HR Integration - Worker"
  2. Select all records which you want to synchronize
  3. On the selected records, run the Cloud Flow "F&O Integration - F&O Worker - Employee - Hubdrive"
  4. Wait for the flows to finish, then verify in the "HR Hub" Area under "Administration - Employees" that all records have successfully been synchronized


How to synchronize F&O Employments with Hubdrive Employment Contracts

  1. Navigate to the F&O Employment view in the "F&O Integration" Area of the HR Hub App under "F&O HR Integration - Employment"
  2. Select all records which you want to synchronize
  3. On the selected records, run the Cloud Flow "F&O Integration - F&O Employment - Employment Terms - Hubdrive"
  4. After synchronizing all required records, check in the previously created Employee records that an Employment Contract has been created and associated to the correct employee record.
  5. Next, we need to add a Template to each Employment Terms.

Create Hubdrive Employment Contract Templates for your business

  1. Navigate to Settings -> Administration -> Employment Terms Templates.
  2. Now, create an Employment Terms Template for each kind of employment (Full Time, Part Time etc.). These Employment Terms Templates define the number of work hours of your employees per day.
  3. In the next step, the synchronized Employment Terms should have assigned Templates, so that the allocated work hours per work day can be calculated by the Hubdrive Time & Attendance Power Extension.

How to synchronize F&O Leave Types with Hubdrive Absence Type Settings


In order to correctly track the number of hours in accordance with leave and absence, e.g. Sick Leave or Vacations, we synchronize data from the F&O Leave Request table.

To correctly track the type of leave per request, we need to synchronize the Leave and Absence type settings from F&O and the Hubdrive Solution.

  1. Navigate to the F&O Leave Type view in the "F&O Integration" Area of the HR Hub App under "F&O HR Integration - Leave Type"
  2. Select all records which you want to synchronize. For the initial setup, this can be all records.
  3. On the selected records, run the Flow "F&O Integration - F&O Leave Type - Absence Type Setting - Hubdrive"
  4. Wait for the flows to finish, then check in the "Settings" Area under "Leave and Absence - Absence Type Settings" if all records have successfully been synchronized.

Configure the Absence Type Option Set


Next we need to create the synchronized Leave Types as Values in the Absence Type Option Set.

  1. Go to make.powerapps.com and create a new Unmanaged Solution. Add the Global Option Set "Absence Type" ("xrm1_absence_type").
  2. Now, create a new Option Set Value for each synchronized Leave Type.

In the next step, we need to update the Absence Type value on all Absence Type Settings, to the Option Set Value created in the previous step.


Update the Absence Type value on the synchronized Absence Type Settings

As the last step, we have to update the Absence Types on the Absence Type Settings. The previously created Values for this Option Set should match exactly the Names of the Absence Type Settings, so we can easily update all by exporting the Absence Type Settings to Excel and copying the Values from the Name column to the Absence Type column. After that, reimport the Absence Type Settings data.

Now we can begin automatically synchronizing Leave Requests, and thus use the Time & Attendance functionalities.