Import Leaves

Allows the quick addition of several leave requests in a single operation via a predefined file.

Managers can import large amounts of leave in one go, without having to enter each request individually. This process considerably speeds up absence management, thereby reducing the risk of errors linked to manual entry. With this import method, leave is seamlessly integrated into the system, ensuring information is updated quickly without disrupting the daily workflow.

Step 1: Download and prepare the template file

Before you begin importing leave data, you must first download a template file designed specifically for this task. This file contains predefined columns that must be respected to ensure a smooth and error-free import. Here's how to prepare this file:

• Download the template: The model file is easily accessible via the interface. It includes columns that are essential for import, and each column must be completed in a specific order.

• Respect the order of the columns: Each column of the file corresponds to specific data and certain fields are mandatory. For example :

  • Collaborator(MANDATORY)
  • Start date(MANDATORY)
  • End date(MANDATORY)

  It is essential to complete these fields for each row, as a missing or incorrectly completed field could cause an error in the import.

Prepare your file :

• Make sure there is only one value per cell.
• Avoid blank lines in the middle of the file.
• Make sure the dates (for example, start and end date) follow the expected format (dd/mm/yyyy).

Step 2: Load the leave file

Once your file is properly prepared, you can move on to the next step: loading the file into the system.

• Select file: Click the "Browse" button to locate the template file on your computer, then select it.

• Start loading: Once the file is selected, click the “Next” button to start the data loading process. The system will analyze the file and prepare the information for final verification.

• Data Summary: A summary is displayed on the screen, showing you the total number of lines in the file as well as the number of lines ready for import. This summary allows you to make a first check of the content before proceeding to the next step.

Step 3: Verifying the imported data

After loading the file, a summary table is displayed with all the records from the file. At this stage, it is crucial to verify that all data is compliant:

• Error checking: The system highlights any potential errors, such as missing values ​​in required fields or incorrect formats. For example, if a collaborator or a date is missing, this will be reported.

• Verifying correct records: Rows without errors will be highlighted as ready for final import. You can review each row to ensure information is correct, such as:

  • Collaborator (Format: FIRST NAME)
  • Registration number
  • Start date
  • End date
  • Number of days
  • Attachment (if any)
  • User

Step 4: Finalize the leave import

Once the data has been verified and corrected, you can proceed to the final import of leave into the system.

• Finalize the import: Click on the “Import” button to validate the import and add the holidays to the database.

• Import confirmation: A confirmation message will appear to indicate that the import was successful and that all fillets were added correctly.

This structured process of importing leave allows HR managers or leave managers to save time and reduce the risk of errors when mass adding leave. Thanks to this method, information is integrated precisely and coherently, thus guaranteeing effective monitoring and smooth management of absences within the company.