Update historical time off balances

Bulk import your employee’s time off balances from previous cycles as of a specific date, to ensure a seamless transition to Bob’s time off module. 

When the balances have been imported they will be added to the employees’ time off profiles.

Transcript

Seamlessly maintain records of employees' time off balances from previous cycles.

In this video, we'll learn how to update historical time off balances in bulk.

Before you begin, make sure you:

Set up your time off policy types and policies with carryover enabled.

Import carryover from previous cycles to the previous cycles only.

We recommend using this import when a cycle is finalized before it's locked during the cutoff period you set in the policy settings.

Let's get started.

From the left menu, select Settings, Import.

From the Update historical balances section, click Get template.

Use this spreadsheet to ensure a successful import.

You must include an employee identifier to connect balances to the correct employees, such as Full name, Employee ID, or Email.

We recommend the email identifier since you may have employees with the same name.

In Policy type, enter the exact policy type you previously created in Bob.

In this example, we will be mapping holiday time off balances.

Next, we must specify the number of hours or days being updated for the employee.

In this example, we will carry over three, five and eight hours depending on the employees' balances.

If the time off policy uses an annual cycle, the updated balance must include any days carried over from the previous year.

Enter the balance effective date in the date format you set up in site settings.

Enter comments here to provide more detail on updated balances for individual employees.

This will appear in the Note column in the employee's balance activity.

When your spreadsheet is prepared, click Import in the Update historical balances section.

Select from your uploaded files to upload an existing file from the Import drive or click Upload data file to select your file or drag and drop your file to upload your completed spreadsheet.

If your file has multiple sheets, select the sheet you'd like to upload data from in the dropdown menu. Your data will be validated.

If there were errors in your spreadsheet, click Download and fix to correct the errors detailed in the spreadsheet.

Then, re-upload your data.

Once your data is validated, it's time to import the data.

Feel free to leave the platform while the import is in progress.

You'll receive an email when it's complete.

When the import is complete, click Back to import page to continue with other imports or click Submit a support ticket if your data cannot be imported successfully.

And that's it.

Updated historical balances will now be reflected in employees' time off balances.

There's no need to complete this import again in the future because Bob will apply carryover automatically based on the rules you set up in your time off policies.

But if you want to apply records to previous cycles, just know that it will not be calculated into the balance and will be maintained for record-keeping purposes only.

Thanks for tuning in to hear about updating historical time off balances.

See you next time.

Note: All time off imports are carried out in the Settings > Import section. This is one of three Time off import options available. To learn more see Import time off requests and Import time off starting balances and Update current time off balances.

Get the most out of Bob

Importing time off requests:

  • Ensures your employees’ time off balances will be accurate when they open Bob.
  • Saves you significant time and effort because you do not need to manually enter the data into each employee’s Bob profile.
  • Is usually implemented when a company moves employee time off data to Bob for the first time. 

FYI: We recommend using this import during the cutoff period you set in the policy settings - i.e. after a cycle is finalized but before it’s locked.

Before you begin

Check the date format of the site where the admin who will be importing the time off requests is based. This is because the date format for the effective date (in Column D) should use the format in the admin’s site settings, irrespective of which site the request was made. 

To check the date format open the site settings - from the left menu, select Settings > Sites, and click on the site tile.

Example

If the admin is working in the London site they should use that site’s date format when entering dates for all of the balances in the spreadsheet. So in this case, all dates throughout the spreadsheet should be entered in YYYY/MM/DD format.

mceclip2.png

How to prepare the spreadsheet for import

To bulk import employee time balances you’ll first need to prepare a spreadsheet, using our pre-formatted template.

  1. From the left menu, select Settings > Import.
  2. In the Update historical balances row, click Get template.
    This downloads the pre-formatted spreadsheet.
  3. Open the spreadsheet in your Downloads folder.In each row enter the details of an individual time off request.
  4. Column A - Employee identifier. Enter one of the following:
    • Email address.
    • Employee ID.
    • Full name.
  5. Column B - Policy type.
    Enter the name of the Time off policy type the request was made for - e.g. Holiday or Sick.
  6. Column C - Balance.
    Enter the employee’s balance on the date specified in Column D.
  7. Column D - Balance effective date.
    Enter the date you would like the balance to be updated for.
  8. Column  E - Comments.
    Enter any text (up to 4,000 characters).
    This text will appear in the Note column in the Balance activity. mceclip1.png

How to bulk import time off cycle starting balances 

  1. From the left menu, select Settings > Import.
  2. In the Update historical balances row, click Import.
  3. Choose your upload method - one of the following:
    • Click Upload data file to select your file, then click Done.
    • Drag and drop your file to upload your completed spreadsheet, then click Done.
    • Select from your uploaded files to upload an existing file from the Import drive, then click Continue.
  4. If your file has multiple sheets, select the sheet you'd like to upload data from in the dropdown menu.
  5. Click Next.
  6. Your data will be validated.
  7. Your data will be validated.
    If there were errors in your spreadsheet, click Download and fix to correct the errors detailed in the spreadsheet, then reupload your data.

    Note: Make sure that you've included a valid employee identifier in Column A.

  8. When the Your file's ready for import message appears, click Next.
  9. When the import is complete, you'll see the Your data imported and is now live in Bob message.

    Note: Your imported file will be saved in the Import Drive for future reference.