Import time off cycle starting balances

Bulk import your employee’s time off balances as of the start of the current cycle, to ensure a seamless transition to Bob’s time off module. 

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

Note: All time off imports are carried out in the Settings > Import section.

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FYI: This is one of three Time off import options available. To learn more see Import time off requests and Update historical time off balances.

Get the most out of Bob

Importing time off requests:

  • Ensures your employees’ time off balance 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. 

How to prepare the spreadsheet for import

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

Note: If the Time off policy is using an annual cycle, the starting balance must include any days carried over from the previous year.

  1. From the left menu, select Settings > Import.
  2. In the Import starting 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 - Starting  balance.
    Enter the employee’s time off balance for this policy as of the start of the current cycle.
  7. Column  D - Comments.
    Enter any text (up to 4,000 characters).
    This 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 Import starting 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.

FAQs

If I've imported carryover data during implementation, do I need to continue updating carryover data?
Once you're up and running, Bob will apply carryover automatically based on the rules you set during policy creation, so potentially you will only need to import carryover once during the implementation.

Can admins make manual adjustments to the amount days carried over to the current year?
Aside from implementation, carryover is mainly calculated by the system based on the policy configuration (as to whether carryover is allowed, and if so, to what extent). If Admins would like to conduct manual adjustment to the amount carried over to the current year, they can do so via the Time off detailed audit.