Import Time off data

How to prepare your data for the import

No matter if you want to assign policies to all the employees at the same time or to add their time offs: OrgOS offers the option to import that data, using an excel template.

Download excel template

You can find the template in your OrgOS account > Smart docs > My docs. Please download it and have look at the different columns. We marked all required fields, so please make sure that you fill out at least these ones.

How to fill out the excel template

'Time off - Assign policies' sheet

Using this tab you will assign the time off policies to your employees and also set their initial balance. You can use the excel file or do it directly in your OrgOS account. If you need more information about time offs, check this related article: Set up the Time off.

Work email

Insert the work email of your employees.

Time off type

Use the exactly same name of the Time off type you created in your account Settings > Time off settings.

Policy

Insert the name of the Time off policy you want to assign to the employee. It should be the same name you chose when you created the policy in your account Settings > Time off settings > Time off type > Policies.

Initial balance

Add the number of days that the employee should get as a starting value. Here you can also add the number of carryover days, if you assign the policies beginning of the year.

For example, if the policy gives the employee 24 days and the employee has 5 carryover days, the initial balance is going to be 29 days.

In the case of an unlimited policy, put 99999.

Date of assignment

Select the date when you want to start building accruals, normally at the beginning of the year (2019-01-01).

If the employee started at your company this year only, the date of assignment will be the date when the employee joined the company.

 

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'Time off - Requests' sheet

Using this sheet you can add the historical time off data via import to OrgOS. After the import is done, the time off data is shown in the employees' 'Time off history' section and also in the Calendar.

Work email

Insert the work email of your employees.

Action

There are two different types of action:

Select 'Submit Time off' if you are going to insert  a past time off period.

Select 'New balance' if you are going to assign a new balance to an employee.

Time off type

Use the exactly same name of the time off type you created in your account Settings > Time off settings.

Policy

Insert the name of the time off policy this period is assigned to. It should be the same name you chose when you created the policy in your account Settings > Time off settings > Time off type > Policies.

From

Add the start date of the absence. The date format should be: (YYYY-MM-DD).

Part of the day (From)

Here are 2 options available: 'Whole day' or 'From afternoon'. Depending on your absence, select one of them:

If it was the whole day off, select the 'Whole day' option.

If it was only the morning, select the 'Whole day' option.

If it was only the afternoon, select the 'From afternoon'.

To

Set the end date of your absence. The date format should be: (YYYY-MM-DD).

Part of the day (To)

Here are 2 options available: 'Whole day' or 'Until morning'. Depending on your absence, select one of them:

If it was the whole day off, select the 'Whole day' option.

If it was only the morning, select the 'Until the morning' option.

If it was only the afternoon, select the ''Whole day' option.

Working days

Add here the amount of working days needed for this absence. Please keep in mind, that weekends, public holidays and non-working days of part-time employees need to be substracted.

Comment

Also you can add a comment, if you like to.

Date - new balance

Insert the date when this new balance should be applied.

New balance

Put here the amount of days the employee should get.

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Upload template

When you are ready, you can upload the file. Therefore, please log in to OrgOS, click on Smart docs and upload the template in "My docs". Then just let us know and we will do the rest! We will check the data for the correct format and also do the import for you.