> ## Documentation Index
> Fetch the complete documentation index at: https://docs.fieldtime.gaitools.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Sync FieldTime with Deltek Vantagepoint ERP
> FieldTime syncs employees, projects, phases, tasks, and organizations from Deltek Vantagepoint automatically, keeping your project data current.
FieldTime connects directly to your Deltek Vantagepoint instance and pulls the project hierarchy, employee roster, firm data, and prevailing wage determinations your inspection team needs for accurate time entry. Once configured, the integration runs on a schedule so your data stays current without manual upkeep.
## What syncs from Vantagepoint
FieldTime pulls the following data from Vantagepoint on every sync cycle:
Client and vendor firm names, client indicators, vendor indicators, and statuses.
Organization codes, names, and active/inactive statuses.
Employee roster including names, titles, divisions, employment type, and supervisor assignments.
Active projects with dates, project managers, client assignments, and project codes.
Phase-level work breakdown structure for each synced project that has sub-level enabled.
Task-level work breakdown structure for each synced phase that has sub-level enabled.
Prevailing wage determinations (PWDs) for each synced project, used to apply the correct labor classification rates.
Employee roles, supervisor assignments, and project manager assignments are controlled in Vantagepoint. Changes take effect after the next sync.
## Sync frequency and scheduling
Each data type has its own configurable sync frequency. You can set any endpoint to sync as often as every hour or as infrequently as once a week. The available intervals are 1, 2, 3, 4, 6, 8, 12, 24, 48, 72, and 168 hours.
When automatic sync is enabled, FieldTime's scheduler triggers each endpoint according to its individual frequency setting. You do not need to do anything once automatic sync is configured — FieldTime picks up changes from Vantagepoint on the next scheduled run.
## Using the VP Sync Manager
The **VP Sync Manager** is the Admin panel section where you connect to Vantagepoint, configure sync schedules, and monitor sync history. Navigate to **Admin → VP Sync** to open it.
### Connecting to Vantagepoint
Before any syncs can run, you must provide your Vantagepoint API credentials:
In the FieldTime Admin panel, select the **VP Sync** tab.
Fill in the following fields:
* **Base URL** — your Vantagepoint API root (e.g., `https://your-vp-host/api/v1`)
* **Username** and **Password** — the Vantagepoint service account credentials
* **Client ID** and **Client Secret** — the OAuth client registered in Vantagepoint for FieldTime
* **Integrated Database** — the name of the Vantagepoint database to connect to
Click **Test & Save Credentials**. FieldTime will attempt to authenticate with Vantagepoint and display the connection status, auth strategy, and token expiry once successful.
### Configuring automatic sync
Once connected, scroll to the **Sync Configuration** section:
1. Check **Automatic sync enabled** to activate the scheduler.
2. For each data type (Firms, Organizations, Employees, Projects, Phases, Tasks, Project PWDs), check the endpoint's toggle to include it in automatic sync and choose a frequency from the dropdown.
3. Optionally enable **Email on sync failure** and enter a notification email address to receive alerts if any sync run fails.
4. Click **Save Settings**.
### Running a manual sync
Each endpoint section in the VP Sync Manager includes two buttons:
* **Dry Run** — fetches data from Vantagepoint and shows you exactly what would be created, updated, or skipped without writing anything to FieldTime. Use this to preview changes before committing.
* **Sync Now** — runs a full sync for that endpoint immediately, writing all changes to FieldTime.
After a sync completes, the results panel shows the number of records fetched, created, updated, skipped, and any errors. For large datasets (projects, phases, tasks, firms), the sync runs asynchronously and the **Recent Runs** table updates automatically every 15 seconds until the run finishes.
You can cancel a running sync by clicking **Cancel Run** in the progress banner. Endpoint controls are disabled while a sync is in progress for that endpoint.
### Monitoring sync history
The **Recent Runs** table at the bottom of the VP Sync Manager shows the last 20 sync runs across all endpoints. Each row displays:
| Column | Description |
| ------- | ----------------------------------------------------------------- |
| Started | Date and time the run began |
| Type | Which endpoint and whether it was automatic, manual, or a dry run |
| Status | `completed`, `partial`, `running`, or `failed` |
| Fetched | Records retrieved from Vantagepoint |
| Created | New records written to FieldTime |
| Updated | Existing records updated in FieldTime |
| Skipped | Rows ignored (e.g., already up-to-date) |
| Errors | Records that could not be processed |
Each endpoint section also shows the timestamp of the last completed sync and an estimated run time based on recent history.
## Prevailing wage (PWD) sync
Prevailing wage determinations are synced per project from Vantagepoint. When employees select a project for time entry, FieldTime uses the project's synced PWDs to populate the correct labor classification options and apply the applicable prevailing wage rates. Run the **Project PWD Sync** any time wage determinations change in Vantagepoint to keep labor rates current.
## Exporting time to Vantagepoint
After timesheets are final-approved, you can export time data back to Vantagepoint for payroll processing using the **VP Export** feature. The export sends approved time entries — with project, phase, task, and labor classification detail — to Vantagepoint so they can flow into payroll without manual re-entry.
If a project or employee is missing from FieldTime, check that it exists and is active in Vantagepoint before triggering a manual sync. Inactive or missing records in Vantagepoint will not be created in FieldTime.