Import Leave Entries

Why import Leave Entries

You have quite a lot of leave entries to be added to Backstage (e.g. initial leave setup, or a company holiday for everyone), as such you can "Import" Leave Entries in batch instead of one by one.

What you need

1. Import Template file
   • The leave record is in Excel format. You may need to adjust its layout to fit the import template. We will show you how in the next step.
2. Check Leave Type Setting
   • Go to Attendance-->Leave Type
   • Check the  "Leave Unit" is "Day" or "Hour"
   • Update "Minimum days to applied" if needed, e.g set as "0.125" if staff can take 1 hour leave
   • Set "Decimal Places" to "3" if needed

Steps to prepare the records in Excel format

1. Go to Attendance-->Leave Entry-->Export
   • By default, all Leave Entries are exported. You can search and limit the export result, e.g. with a particular staff number
2. The exported Excel shares the same layout as the Importing Excel
   • Please follow the existing excel format to input your data
   • Delete all the existing data before importing
3. Required data for each record:
   • PlacementNumber: Placement Number of the staff taking the leave
   • LeaveTypeCode: Leave Type Code of the leave
   • LeaveFrom: Start date of the leave
   • LeaveTo: End date of the leave
   • AMPM: for leave taken within a day, you can put this as a shortcut without checking the exact time
     • W: whole day leave
     • AM: leave taken in the first half of the day
     • PM: leave taken in the second half of the day
   • StartTime: Start time of the leave. For leave taken within a day, you can specify the start time if AMPM is not applicable.
   • EndTime: End time of the leave. For leave taken within a day, you can specify the end time if AMPM is not applicable.
   • LeaveDays: Number of days/hours taken(which depends on the leave unit).
     • It is optional. The system will calculate leave days according to the information input. Used only when you are importing beginning data when shift info is incomplete.
   • Remarks: remarks to the record.
   • E.g. For leave unit=Day, Working hours=8 hours
     (please confirm the working hours by going to "Attendance"-->"Shift", break hours shoulw be excluded when calculating working hours)
     • 1-hour leave , you can input LeaveDays as 0.125 ( 1 day/8 hours = 0.125 days)
     • 2-hours leave, you can input LeaveDays as 0.25
     • 0.5 (half day), you can just input AM/PM and let StartTime and EndTime be blank.
     • 1.0 (whole day), you can just input W and let StartTime and EndTime be blank. 

     • For multiple days(e.g. 4 days), you can input "4" as LeaveDays and input "W".

       

4. Done!

Steps to import the Leave Entries

1. Go to Attendance-->Leave Entry-->Import
2. Select the file, then Proceed.
3. System will tell you the importing result and you can fix the data if needed