Answers to common questions about Employee IDs and Project Numbers. To get started, see How to Set Up Employee IDs and Project Numbers and How to Pull Employee IDs and Project Numbers from an Integration.
Syncing
How long does it take for identifiers to appear after I choose a source?
After you choose an integration and click Save, Workyard updates identifiers right away.
I changed an identifier in my integration. When will it update in Workyard?
It updates the next time you import from that integration. When you run an import manually, the change comes over right away.
If auto-import is turned on, this will update automatically.
Will new team members and projects from my integration get identifiers automatically?
Yes. When auto-import creates new team members or projects, their identifiers come over with them.
I changed an identifier in my integration, but it's not updating in Workyard. What should I check?
Run an import from your integration to bring the change over.
Make sure the team member or project is linked to a matching record in your integration.
Projects set to Do Not Import aren't updated by imports.
If everything looks right, contact our support team.
What happens if I switch to a different integration as my source?
You'll see an alert before anything changes. After you confirm, the new integration's identifiers replace the existing ones in the background.
What happens if I set the source back to None?
Workyard stops pulling identifiers from your integration, and you can edit them manually.
Editing
Why can't I edit an Employee ID or Project Number?
If the field is greyed out and says Managed by followed by an integration name, the identifier comes from that integration. Update it there, then import to bring the change into Workyard.
Only Administrators can edit Project Numbers.
Identifiers can only be edited on the website, not in the mobile app.
I entered identifiers manually. What happens if I choose an integration as the source?
The integration's identifiers replace your manual ones for any team members and projects linked to that integration. Team members and projects that aren't linked keep the identifiers you entered.
Why do some team members or projects have identifiers and others don't?
Identifiers only come over for team members and projects that are linked to a matching record in your integration and have an identifier there. Everything else stays blank until you add one manually.
Is there a character limit?
Yes. Identifiers can be up to 50 characters long.
Integrations and exports
Which integrations can provide identifiers?
Integrations that store identifiers, like Sage 100 Contractor (job numbers and employee IDs) and ADP (employee file numbers). QuickBooks Online and Gusto don't have identifiers to pull in, but you can still enter them manually.
Will identifiers appear in my payroll export?
Not at this time. Identifiers appear throughout Workyard, including in reports and PDFs, but not in payroll exports yet. If you need identifiers in an export, contact our support team.
Can I import identifiers from a spreadsheet?
Not at this time.
Can I add identifiers to cost codes?
Not at this time. Cost codes already have their own codes, which appear throughout Workyard.
Can I hide identifiers?
Identifiers always appear when they're set, though you can hide the Employee ID and Project Number columns in the Team Members and Projects tables. Team members and projects without an identifier look the same as before.