Bulk Upload - Timeoff
The below article is relating to the bulk upload - Timeoff which can be found by navigating to:
Administration -> Company -> Bulk Upload
The Timeoff bulk upload is under the Time and Attendance section here:
Once you've clicked the Timeoff Bulk Upload button you will be directed to this page:
This page includes:
In the CSV the first column is called employee ID, this setting relates to what you enter in that column, For example if you have used the employee's names in the CSV the employee name option will need to be selected.
Include archived employees in search?
When using the name or Works ID method, sometimes you may have multiple instances of the same employee with one active and one archived - if you set this to NO we will not search archived employees when matching and will only search your active employees. If you had 2 active employees of the same name, for example, this setting would make no difference.
Perform time off dates synchronisation
When you bulk upload data, the background processes which run when adding time off will not run - these include things like splitting requests into individual days, absence cost, long term and so on. If you set this to YES, we will perform these processes for each line in the upload file but, please note, this will have a performance impact so you should keep your upload file to less than 1500 records to avoid any time out issues.
Create new types
If you wish the upload to create new types for any in the upload which do not already exist in the system, you should select YES.
Suppress notifications for duplicate entries
If you tick this box, you will not be shown individual error messages for duplicate records being found - this can be really useful if you are refining and correcting errors in an existing CSV upload.
CSV file to upload
This is where you will load your CSV when it is ready to upload. Press browse and select the CSV file.
Download help file and instructions
This option will download our bulk upload help file. This includes instructions on how to use each bulk upload and lets you know which columns are mandatory and which are optional, it's important to look at the relevant help file before performing a bulk upload so you can get it right the first time.
Download CSV Model
The second option downloads an example template for you to use for the bulk upload with all the headers needed for the bulk upload to be successful.
Editing your CSV:
When you download your sample CSV file it will look like this:
Employee ID - This field relates to your chosen Employee field on the bulk upload page, if you have chosen employee name this will be the employee's first and last name exactly as they are on NaturalHR, if this is either the system or Works ID, this will be either of those IDs exactly as they are in NaturalHR too. This field is Mandatory and Case Sensitive.
Time off type - Time off type exactly as it is entered in the system. This field is Mandatory and Case Sensitive.
Start Date - The start date of this time off instance. Should be entered in dd/mm/yyyy format. This field is Mandatory.
End Date - The end date of this time off instance. Should be entered in dd/mm/yyyy format. This field is Mandatory.
Duration - Duration of the request - the system will NOT calculate the duration if entered via bulk upload.
Meter - If the employee's time off is measured in hours or days. This option should contain either "Days" or "Hours". This field is Mandatory and Case Sensitive.
AM/PM - Does this time off start/end in the AM or PM? This field is Optional.
Employee Comments - Any comments from the employee that should be attached to this time off instance. This field is Optional.
Manager Comments - Any comments from the manager that should be attached to this time off instance. This field is Optional.
Approved - Is this time off instance approved? Valid options are:
0 = Pending
1 = Yes
2 = No
This field is Mandatory.
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