Update current time off balances

Make adjustments to your employees’ time off balances in bulk - increasing or decreasing balances by a specific number of days/hours.

The adjustment can be implemented instantly or be backdated, i.e., the number of days/hours can be increased or decreased as of a specified date.

Transcript

You've checked your time off balances between Bob and your payroll system and see differences in time off taken.

Seamlessly adjust employees' time off balances all at once.

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

Before you begin, make sure you:

Check the date format of the site you're importing to in Settings.

Set up your time off policy types and policies.

Let's get started.

From the left menu, select Settings, Import.

From the Update current 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 map Holiday time off balances.

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

Next, we must specify the number of hours or days we would like to adjust for the employees.

In this example, we will increase the balances by three and five and decrease by two days depending on the employees' balances.

This will correct the balances rather than override them.

Enter comments here to provide more detail on the reason for the balance adjustment 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 current balances section.

Select from your uploaded files to upload an existing file from the Import drive.

Or drag and drop your file to upload your completed spreadsheet.

Or click Upload data file to select your file.

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 successfully imported.

And that's it.

Adjusted current balances will now be reflected in employees' time off balances.

You can adjust employees' balances across other time off policies with different effective dates, all in one import, anytime necessary.

Thanks for tuning in to hear about adjusting current time off balances.

See you next time.

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

Get the most out of Bob

This import offers a more flexible alternative to the Adjust balance action in People’s time off. You can make different adjustments to employees’ balances across different time off policies with different effective dates, all in one import.

Example

You need to increase three employees’ holiday balance by three days and four other employees by two days. At the same time you need to increase an employee’s sick balance by two days and decrease another employee’s sick balance by one day. 

This can all be done in one import using Update current balances.

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 start and end dates entered 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 of date format

If the admin is working in the London site, they should use that site’s date format when entering dates for all of the requests in the spreadsheet. So, in this case, all dates should be entered in YYYY/MM/DD format. mceclip0.png

How to prepare the spreadsheet for import

To make bulk updates to employees’ current 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 current 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 you are adjusting the balance of.
  6. Column C - Adjustment effective date.
    Enter the date the adjustment will be implemented as of using the date format of the site you are working in.
  7. Column D - Adjustment amount.
    Enter how many days/hours you would like to increase or decrease the employee’s balance by.
    • If you are increasing the number of days/hours, enter a number, e.g., 2.
    • If you are decreasing the number of days/hours, include a minus sign before the number, with no space between them, e.g., -2.
  8. Column  E - Reason (optional).
    Enter any text (up to 4,000 characters).
    This appears in the Admin adjustments tab in the My time off In-depth view, Admin adjustments tab. mceclip1.png

Spreadsheet example

mceclip2.png

How to bulk update current balances 

  1. From the left menu, select Settings > Import.
  2. In the Update current 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.
    Your data will be validated.
  6. If there were errors in your spreadsheet, click Download and fix to correct the errors detailed in the spreadsheet, then reupload your data.

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