Migrate from actiTIME to monday Work Management

actiTIME Customers (top-level organizational units containing Projects) map to monday.com Boards, with the customer name used as the board title. We create a monday.com Workspace scoped per customer when the customer operates multiple discrete projects with separate billing or reporting requirements. Archived customers in actiTIME map to archived boards in monday.com. The Customer description migrates to the board's Description field.

actiTIME Projects belong to a Customer and contain Tasks. Each Project becomes a monday.com Board within the mapped Workspace, with the project's estimatedTime and deadline preserved as board metadata or as Timeline and Date columns. Project status (active/archived) maps to board archive state. We preserve the customer-project parent relationship by nesting the board within the Customer's workspace or by tagging the board with a customer identifier column.

actiTIME Tasks are the leaf nodes of the hierarchy, assigned to a Project. Each Task becomes a monday.com Item within the board mapped from its parent Project. Task name, deadline, estimatedTime, and custom workflow status transfer to item name, Due Date column, Number column (estimate), and Status column respectively. We resolve the parent board via projectId lookup before inserting items to satisfy monday.com's board-item structural dependency.

Time-Track records are the core actiTIME data object and require careful handling because monday.com's native time tracking columns are only available on Pro and above. For Standard tier destinations, we create a Number column per item to hold logged hours and append a Date column for the entry date. For Pro tier or higher, we use monday.com's native Time Tracking column. Locked timesheet entries from actiTIME receive a locked flag in a Checkbox column. Hours, typeOfWork, billable flag, and comments transfer to typed columns or as structured text in the time column notes.

actiTIME Users map to monday.com team members by email match. We export the full user roster including active/inactive status and timezone group assignment. Inactive actiTIME users map to deactivated monday.com members. Username and display name transfer to the monday.com profile. If the actiTIME instance uses external directory or SSO authentication, we request a dedicated API service account during scoping before attempting authentication.

Departments are an optional feature gated by the Departments parameter in actiTIME's /info endpoint. Not all instances have this feature enabled. We query the feature flag and skip the Department export entirely if the flag is false. Where enabled, Departments migrate to monday.com Groups within each board, or to Teams in the Workspace settings for cross-board department assignments. Department membership requires a post-migration manual assignment step if Teams are used because group membership is per-board in monday.com's model.

Time Zone Groups group actiTIME users by timezone for cross-distributed-team reporting. This feature is gated by the timeZoneGroups flag in the /info response. Where enabled, we export the TZG roster and user assignments, then map each TZG to the corresponding monday.com user profile timezone setting. monday.com does not have a native TZG grouping concept; timezone is a per-user profile setting. We apply timezone settings in bulk during user provisioning.

Types of Work (e.g., 'Development', 'Meeting', 'Research') categorise actiTIME time-track entries and are read-only per-instance. We export the full type-of-work taxonomy and create corresponding status labels or a dropdown column in monday.com. The Type of Work value from each time-track entry transfers to the mapped column on the parent Item. Because monday.com status columns have a maximum label count per board, we consolidate types into no more than 15 labels per board or use a separate dropdown column.

Workflow Statuses are gated by the taskWorkflow boolean in actiTIME's /info endpoint. Custom workflow stages vary by instance. We export the current status definitions and map each status value to a monday.com Status column label. Where actiTIME uses multiple custom workflow paths, we create multiple Status columns (e.g., 'Design Status', 'Development Status') to preserve the workflow stage per dimension. The migration scope document captures the full status taxonomy for the customer to review before configuration.

Leave time tracking is gated by the leavetimeRegistration feature flag. If false, no leave-time data exists in the instance and we skip the export. Where enabled, leave entries migrate to a dedicated monday.com Leave Management board with a Date column (leave dates), Status column (approved/pending/rejected), and a person column (the user). actiTIME leave-type taxonomy (vacation, sick, personal) maps to Status labels. Note that monday.com has no native leave-approval workflow; we document the existing approval chain for the customer's admin to configure as automation recipes post-migration.

Task Estimates (planned hours per task) are gated by the taskEstimates feature flag in actiTIME. Where this feature is disabled, no estimate data exists even though the task object is present. We check the flag before reading estimates. Where enabled, estimated hours transfer to a monday.com Number column. The actiTIME estimatedTime field (in minutes) converts to hours or decimal hours depending on the customer's reporting preference set during scoping. The estimate column is distinct from actual logged hours in the time-tracking column.

actiTIME supports timesheet locking, which prevents modification of submitted time entries. We detect locked entries during the export phase and flag each affected item with a Checkbox column ('Timesheet Locked') in monday.com. Lock status itself is preserved as documentation rather than enforced, because monday.com does not have a timesheet locking mechanism. The migration report lists every locked entry with its original lock date and the locking user for audit purposes.