How to import absence requests in bulk?

Hi!

In this article, you will learn how to bulk import absence requests.

This makes it easier to update information in real time and saves time when importing already approved absence requests, avoiding a large volume of requests from employees.

To do this, access Day.io using an Admin profile.

1. Go to Absence & Vacation in the side menu. Then click Import, in the upper-right corner.

2. Select Import absence requests to open the editing window, where you can manually enter the absence request information.
Or click in Sample to download the .xlsx file and fill in the required data.

Both in the editing option and in the template spreadsheet, the following information will be required:

• Employee Unique ID: unique identifier for each employee. It will be used as the key to associate the employee in the system. (Required field)

• Request Type Unique ID: unique identifier for each request type registered in the Day.io system. (Required field)

• All Day Indicator: single-choice field indicating whether the absence covers the full day.
  Check if the request is for the entire day (in the spreadsheet, 1 = Yes or 0 = No). (Required field)

• Start Date: start date of the absence request. (Required field)

• Start Time: start time of the absence request (Required when Full Day is set to No)

• End Time: end time of the absence request (Required when Full Day is set to No)

• End Date: end date of the absence request (Required field, except when it is an open-ended request)

• Request Without End Date: single-choice field indicating that the absence has no end date
  (in the spreadsheet, 1 = Yes or 0 = No)

Note: Contact your CSM or Support to obtain the employee IDs and request category IDs.

Important: It is not possible to import absences where attachments are mandatory.

3. In the editing table, possible errors will be displayed during data entry, such as missing required fields or invalid formats:

In the template file, you must enter the information in the rows below, following the same column order.

Pay attention to the required formats for each cell. In the description row, instructions are provided on how to fill in each field.

To import the spreadsheet, click Upload file.

Then click Continue.

4. On this screen, the first row is automatically selected, and you must confirm whether it is the file header.
If yes, click Yes.

If it is another row, click Select another row.
If there is no header row, click No header row.

5. On the next screen, you must map the column contents.
You can change the mapping, confirm it, or completely ignore a column.

6. After confirming the column contents, click Review at the bottom of the window:

7. The information will be displayed for review:

And you must decide what to do with the errors after clicking Continue:

Done! The file will be imported and the information will be available on the platform within a few minutes.

Important: Imported requests are added with the Approved status.
Be careful when importing data in bulk, as all requests will have this status.