Import leaves in bulk

3 min read By TimeOff Support

Bulk leave import helps you add many existing leave records without entering each request by hand.

This is useful when:

  • moving from another leave system
  • replacing a spreadsheet
  • setting up a new TimeOff.Management account
  • adding historical leave records
  • importing approved future bookings

The previous self-service CSV importer is being replaced with an improved version.

For now, TimeOff Support can check and import the file for you.

This service is free.

Read more: Adding, editing, and deleting users

Request the example CSV file

Get in touch with TimeOff support at info@timeoff.management and request a example of CSV file required.

Use it as your template.

Do not change the column headings or file structure unless TimeOff Support asks you to do so.

Complete the CSV file

Add the required leave information to the template.

Follow these checks:

  • use the format shown in the example file
  • enter one leave record per row
  • use the correct employee details
  • use leave type names that exist in your account
  • check all start and end dates
  • check full-day and partial-day values
  • remove duplicate rows
  • keep the file in CSV format

Do not copy unnecessary notes or sensitive personal information into the file.

Check employee details

Make sure each leave record can be matched to the correct employee.

Before sending the file, check:

  • employee names
  • employee email addresses, where requested
  • spelling
  • duplicate employee records

Check leave types

The leave types in the CSV should already exist in your company account.

Examples may include:

  • Holiday
  • Sick Leave
  • Unpaid Leave
  • Working from Home
  • Training
  • TOIL

Use the exact leave type names shown in TimeOff.Management.

Read more: Leave types

Send the completed file

When the CSV is ready:

  1. Save the completed file.
  2. Attach it to an email.
  3. Send it to info@timeoff.management.
  4. Include your company name.
  5. Add a short note explaining that the file is for a bulk leave import.

TimeOff Support will check the data for formatting problems and inconsistencies before importing it.

The import is normally completed on the same day or by the next day.

What TimeOff Support checks

Before importing the file, TimeOff Support may check for:

  • incorrect formatting
  • missing required information
  • employee details that do not match
  • leave types that do not exist
  • invalid dates
  • duplicate records
  • inconsistent values

You may be asked to correct or confirm information before the import continues.

After the import

After the import is complete, review the results in TimeOff.Management.

Check:

  • a selection of employee calendars
  • leave types
  • dates and durations
  • approval status
  • allowance deductions
  • partial-day bookings
  • reports

Run a report to compare the imported records with your original file.

Read more: Reports

Check employee allowance

Imported leave may affect employee allowance or PTO.

The result depends on the selected leave type.

A leave type may:

  • deduct from allowance
  • add to allowance
  • have no effect on allowance
  • use its own limit

Review employee balances after the import.

Read more: Setting up allowances

Protect employee data

The CSV may contain personal and absence information.

Before sending it:

  • use an authorised company email account
  • include only the information needed for the import
  • do not add sensitive medical details
  • store the original file securely
  • limit access to authorised people

Read more: TimeOff.Management data security

Common import problems

An import may be delayed when:

  • an employee does not exist in the account
  • an employee name or email does not match
  • the leave type has a different name
  • dates use an inconsistent format
  • required cells are empty
  • the same booking appears more than once
  • the CSV structure has been changed

Using the example file exactly as provided helps avoid these problems.

  • Adding, editing, and deleting users Add employees and check their email, department, location, schedule, and allowance before importing leave.

  • Leave types Create the leave types used in the import and check how they affect allowance.

  • Reports Review imported leave records, dates, status, leave types, and allowance usage.

Best practice

Import employees and configure leave types before preparing the CSV.

Check the file carefully, remove duplicate records, and review employee calendars and reports after the import is complete.