Excel Import for Capturing Leave

You can record leave in bulk using Excel if you have many employees going on leave over a similar period. For example, many companies have an annual shutdown period in December where all employees go on leave simultaneously.

There are two steps involved in this process:

Step 1: Download and complete the Excel template¶

Go to Employees > Bulk Actions > Leave Dates Import.
Click the Export Leave Dates File button.
Use the filters to select specific employees or groups of employees.
Enter the date range that you’d like to record leave for. Please note that the date range must be less than or equal to 100 days.
Click Export.

An Excel file will now download to your computer:

Open the Excel file.
You’ll see the employee’s details in columns B, C, and D, and the days from the date range in each subsequent column. Do not change the structure of the file, i.e. do not delete or add columns or rows.
To record a leave day, navigate to the column with that date. Note that leave can be recorded only on days that are not greyed out – greyed out cells represent days that do not form part of the employee’s regular working days, or they are public holidays.
Click on the cell in the column that aligns with the employee who is taking leave.
Use the dropdown arrow to select the leave type.
You can use Excel’s drag functionality to copy the leave type down to all employees if needed (e.g. the day forms part of a period of annual shutdown).
Save the file to your computer when you are satisfied that all leave days have been recorded.

Step 2: Upload the Excel template¶

Return to Employees > Bulk Actions > Leave Dates Import.
Click on Choose File under Step 2 – Upload, and locate the file on your computer.
Tick the Override previously recorded leave? box if you previously uploaded a spreadsheet that covers one or more days in the spreadsheet, and you wish to override what you recorded then.
Click Upload.
You’ll now be able to review the dates that you have recorded.
Click Save.