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FieldTime integrates directly with Deltek Vantagepoint (VP) to keep your employees, projects, phases, tasks, organizations, firms, and project labor budgets up to date. Once you configure VP credentials, FieldTime can sync data automatically on a schedule you control, or you can trigger a manual sync at any time. This page explains how to set up the connection, configure sync schedules for each data type, interpret sync run logs, and export approved timesheets back to Vantagepoint.

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What syncs from Vantagepoint

EntityWhat it populates in FieldTime
EmployeesEmployee directory: name, ID, email, title, org, status, supervisor
Firms / ClientsClient names linked to projects
OrganizationsOrg names linked to employees and projects
ProjectsProject list: code, name, WBS, client, org, type, status, dates
PhasesPhase codes and names nested under each project (WBS2)
TasksTask codes and names nested under each phase (WBS3)
Project PWDsPer-project labor classification budgets and rates
Phases and tasks are only synced for active projects that have sub-level WBS data recorded in Vantagepoint.

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Initial setup

1

Open VP Sync settings

Go to Admin → VP Sync. If no credentials have been saved, you will see a Not connected state with a form to enter your VP details.
2

Enter your VP credentials

Fill in the following fields:
FieldDescription
Base URLThe root URL of your Vantagepoint API, e.g. https://vp.example.com/api/.
UsernameYour VP service account username.
PasswordThe service account password.
Client IDThe OAuth2 client ID registered in Vantagepoint.
Client SecretThe OAuth2 client secret.
Integrated DatabaseThe Vantagepoint database name (used for authentication).
3

Test and save

Click Test & Save Credentials. FieldTime automatically tries all supported auth strategies to find one that works with your VP configuration. On success, it saves the working strategy and displays a Connected status with the auth strategy name and token expiry.
4

Run your first sync

With credentials saved, click Sync Now next to each entity type (or enable auto-sync for all) and run an initial full sync. This populates employees, projects, and the rest of your reference data.
FieldTime stores credentials encrypted at rest using AES-256-GCM. The raw username, password, client ID, and client secret are never returned to the browser after saving.

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Supported auth strategies

FieldTime automatically detects the correct authentication strategy for your Vantagepoint instance. Supported strategies include Deltek password grant (integrated and non-integrated), HTTP Basic with various database parameter names, and form-body variants. You do not need to select a strategy manually.

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Configuring auto-sync

Auto-sync runs each entity on its own schedule. Enable it per entity or globally.

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Global switch

Toggle Automatic Sync Enabled to turn scheduled syncs on or off across all entities. When off, syncs only run when you click Sync Now.

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Per-entity settings

For each entity (Employees, Firms, Organizations, Projects, Phases, Tasks, Project PWDs), you can:
  • Enable or disable auto-sync independently.
  • Set the frequency in hours (default: every 24 hours). FieldTime will run that entity’s sync when the configured interval has elapsed since the last successful run.

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Incremental syncs

After the first full sync, FieldTime uses the last sync timestamp to request only records modified since the previous run (incremental sync). This makes recurring syncs much faster for large datasets. The first sync — or any sync where there are no local records yet — always fetches everything.

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Failure email notifications

Enable Email on Sync Failure and enter a Notification Email address to receive an email when any automatic sync finishes with a failed or partial status. The email includes the run ID, sync type, and up to 25 error details.

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Running a manual sync

To sync any entity on demand:
  1. In the VP Sync panel, find the entity row (Employees, Projects, etc.).
  2. Click Sync Now. A new sync run starts immediately in the background.
  3. The status badge updates to Running and a progress counter shows fetched/created/updated/skipped/errors in real time.
  4. When complete, the status changes to Completed, Partial, or Failed.
Sync runs have a 120-minute timeout. If a run is still in running status after 120 minutes, FieldTime marks it as failed automatically. For very large datasets (tens of thousands of projects with deep phase/task trees), consider running entities separately rather than a combined full sync. You can cancel a running sync at any time — see the section below.

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Cancelling a running sync

If a sync is taking too long or was started in error, you can cancel it:
  1. Find the running sync run in the Sync Run Log (status: Running).
  2. Click the Cancel button on that row.
  3. FieldTime marks the run as cancelled and stops processing as soon as the current batch finishes.
The sync will stop where it left off. Any records that were created or updated before cancellation are kept; the run’s stats reflect what was completed before cancel.

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Sync run log

The Sync Run Log below the settings panel shows the most recent sync runs (up to 200). Each row includes:
ColumnDescription
TypeThe sync entity and trigger type (e.g., automatic_employees, projects_manual).
Statusrunning, completed, partial, failed, or cancelled.
StartedWhen the run started.
CompletedWhen the run finished (blank if still running).
FetchedTotal records retrieved from Vantagepoint.
CreatedNew records added to FieldTime.
UpdatedExisting records updated.
SkippedRecords skipped due to missing required fields or duplicate keys.
ErrorsRecords that caused an error during processing.
Error detailsUp to 25 error messages from the run, visible on expansion.

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Sync run statuses

StatusMeaning
completedAll records processed without errors.
partialSome records succeeded and some failed (errors > 0 and created or updated > 0).
failedThe run encountered errors and no records were successfully created or updated, or the run threw an unhandled exception.
cancelledAn admin cancelled the run before it finished.
A partial status is normal when Vantagepoint contains records with incomplete WBS data. Review the error details to determine if follow-up is needed in VP.

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Batch timesheet export to Vantagepoint

FieldTime can export approved and locked timesheets back to Vantagepoint in batch. The batch export is accessible from Admin → Timesheets and generates a file containing all approved timesheet rows for a selected week. Supported export formats include API JSON, desktop CSV, and browser CSV. Each batch export records the week, revision number, format, number of rows, number of timesheets, and number of employees included. Revision exports (for corrected timesheets) automatically include negative-reversal rows followed by corrected rows so the import into Vantagepoint nets correctly.

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Deleting credentials

To disconnect FieldTime from Vantagepoint (for example, when rotating credentials or decommissioning the integration), click Delete Credentials in the credentials section. This removes all saved tokens and credential data. Scheduled syncs will stop until new credentials are saved.