Import time off 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.

Transcript

When implementing Bob, ensure starting balances are accurate for the entire organization.

In this video, we'll learn how to save time by importing employees' starting time off balances all at once.

Before we begin, make sure you:

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

Import carryover from the previous cycle to the current cycle only.

Let's get started.

From the left menu, select Settings, Import.

From the Import starting 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 carryover.

Lastly, we must specify the number of hours or days being carried over 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 starting balance must include any days carried over from the previous year.

Enter comments here to provide more detail on starting 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 Import starting 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 successfully imported.

And that's it.

Starting balances will now be reflected in employees time off balances.

There's no need to complete this import again in the future.

Bob will apply carryover automatically based on the rules you set up in your time off policies.

Thanks for tuning in to hear about importing time off starting 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 Update historical time off balances and Update current 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.