Switching from a spreadsheet to time-tracking software, without breaking anything
Switching tools is scary: losing history, disrupting the team, missing a legal requirement. Here are the concrete steps to move from a spreadsheet to time-tracking software cleanly, in the right order.
Start your migration for freeTake stock of what you already have
Before configuring anything, list your employees, their current contract types (fixed hours, flexible hours, day-rate), and your departments or teams. Knowing exactly what needs to be recreated avoids back-and-forth once setup has started.
Create your departments and contract templates before inviting anyone
A guided setup flow lets you create departments first, then hourly contract templates, before employees ever clock in — preparing this structure upfront avoids having to readjust everything once the first clock-ins are recorded.
Inform your employees before the switch
In France, the CNIL requires informing employees before setting up any clock-in system — switching tools follows the same rule, even if a system already existed before.
Keep the old spreadsheet's history, don't delete it
Retention of clock-in data used for time-tracking purposes is generally limited to 5 years under CNIL guidance. Keep a copy of the old spreadsheet for the relevant period instead of deleting it at the switch.
Pick a clean cut-over date
Rather than running both systems in parallel for weeks — a common source of confusion over which data is authoritative — set a precise date from which only the new tool counts, communicated to the whole team in advance.
Check the first few days before dropping the old system
The first clock-ins deserve a quick manual check (comparing against expected schedules) to catch a configuration mistake before it piles up over several weeks.
Train managers to approve gaps, not to type in hours
Automated clock-in changes the manager's role: they no longer fill in hours by hand, they approve automatically detected gaps (late arrivals, overtime). Explaining this shift in role upfront avoids unpleasant surprises.
Questions about migrating
Do you lose history when switching tools?
No, as long as you keep a copy of the old spreadsheet or system — the new tool simply starts its own history from the cut-over date, without erasing what existed before.
Do you need to clock in on both systems at once during the transition?
It's not necessary and it often creates confusion over which data is authoritative. A clean cut-over date, with close monitoring in the first few days, is usually enough.
How long does migration take for a small team?
Usually a few hours for setup (departments, contracts, employee accounts), followed by a few days of observation rather than several weeks.