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Import leave that is already approved

Bring across time off your previous system already approved, with a dry run first and one button to undo the whole batch.

When you move to OneTerp part way through a year, your staff already have approved time off on the books. The leave importer brings that across in one go, so their calendars and your dispatch board are right from day one.

Watch the walkthrough

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Move approved time off from your old system. · Open in a new tab

Step by step

  1. 1Open Staff, then Leave Requests, and click Import leave.
  2. 2Upload your file on the Upload step.
  3. 3On Map columns, tell OneTerp which column holds the person, the dates, the leave type, and so on. The same step asks "Is the pay information in this file correct?", which you have to answer before you can move on, because there is deliberately no default.
  4. 4On Match people, confirm each name in the file is the right person on your roster. Anything ambiguous is flagged for you to resolve.
  5. 5Read the Review step, which shows exactly what will be created before anything is written.
  6. 6Run the Import step, and use Undo if the result is not what you expected.

Tips

  • 🔴 Importing leave never takes PTO off anyone's balance. Your old system already deducted these days when it approved them, so deducting them again would take the time twice. Bring opening balances across separately using the balances sheet.
  • Map columns also asks whether your old system already took this paid leave off people's PTO balances. Answer "Yes" only if the balances you bring over already have these days taken off. Then, if a paid imported day is later changed or cancelled, OneTerp gives those hours back first. Answer "No" if your old system never tracked balances, and nothing is ever given back.
  • If you answer that the file's pay information is not correct, the pay columns in the file are ignored and each absence is paid according to your own leave type instead. The question has no default on purpose: a spreadsheet exported from another system often carries that system's defaults rather than the truth.
  • A full day written as a clock span, for example "8:00 am to 6:00 pm", is recognised as one full day rather than as ten hours of partial leave.
  • If your file has no leave type column, pick one default type for the whole import.
  • Undo reverses the entire batch, so a bad import costs you nothing but the time to fix the file and run it again.
  • Imported leave in the future blocks the dispatch calendar straight away, which is the point: you should not be able to book someone who is already off.

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