Absences Import

The absences import allows you to import absence data such as vacation, sick leave, or parental leave for employees into the system. This is particularly useful when transferring historical data or switching systems.

info

Data import is only available with a paid subscription.

When importing absence data, you can only import data for one single user at a time. Proceed with extreme care, as incorrect data can lead to false absence records.

Access

Navigate to General → Data → Imports and select "Absences" as the import type.

Prerequisites

Before importing absence data, ensure that:

• The employee already exists in the system
• The employee is assigned to a location with valid country and state (for correct holiday calculation)
• A correct working time model is assigned to the employee (for correct calculation of working days)
• There are no overlaps with existing absences
• The corresponding absence types are configured in the system

Excel Template

The absences import template contains the following fields:

Required Fields

• E-Mail - Employee's email address (must exist in the system)
• Absence Type - Type of absence (see allowed types below)
• Start Date - First day of absence (Format: DD.MM.YYYY)
• End Date - Last day of absence (Format: DD.MM.YYYY)
• Duration - Extent of absence (see allowed values below)

Allowed Absence Types

The allowed absence types correspond to those configured under Settings → Attendance and Absence → Absences. Standard available types:

• Vacation (Urlaub)
• Sick Leave (Krankheit)
• Parental Leave (Elternzeit)
• Special Leave (Sonderurlaub)
• Unpaid Leave (Unbezahlter Urlaub)

Allowed Duration Values

• Whole Day - Full working day
• First Half - Morning (half day)
• Second Half - Afternoon (half day)

Important Notes

• Check before import whether absences already exist for the relevant periods
• Overlapping absences will cause errors
• The import will be cancelled in case of conflicts

Avoid Overlaps

Format Requirements

• Date: Format DD.MM.YYYY (e.g. 10.04.2024)
• E-Mail: Must exactly match the email stored in the system
• Duration: Pay attention to exact spelling (case-sensitive)
• Time periods: End date cannot be before start date

Import Process

1. Download Template

   • Download the absences template
   • The template contains sample data for guidance

2. Enter Data

   • Enter all absences for one single employee
   • Pay attention to correct date entries
   • Check for overlaps with existing entries

3. Upload File

   • Upload the file
   • The system automatically checks for conflicts and holidays

Sample Data

E-Mail	Absence Type	Start Date	End Date	Duration
[email protected]	Krankheit	10.04.2024	20.04.2024	Whole Day
[email protected]	Elternzeit	20.04.2024	20.04.2024	First Half
[email protected]	Urlaub	21.04.2024	21.04.2024	Second Half

Error Handling

Common Errors

Error Message	Cause	Solution
"Employee not found"	Email doesn't exist in system	Create employee first
"Overlap found"	Period overlaps with existing absence	Adjust period or delete existing absence
"Invalid absence type"	Type doesn't exist in system	Configure absence type or use correct type
"Invalid duration"	Wrong value for duration	Only use "Whole Day", "First Half" or "Second Half"
"Invalid date format"	Wrong date format	Use format DD.MM.YYYY
"End date before start date"	Logic error in dates	Correct date sequence
"No working time model"	Employee has no working time model	Assign working time model
"Location missing"	No location with country/state	Assign location correctly

After Import

• Check imported absences in the absence calendar
• Verify vacation balances
• Check if holidays were correctly considered
• Validate half days

Tips

• Import absences chronologically sorted

• Start with a test import for few entries

• Document imported periods

• Check holidays in the relevant period

• For longer absences: Check weekends and holidays

• Location with country/state must be correct for holiday calculation

• Working time model determines which days count as working days

• Holidays are automatically excluded from absences

• Weekends are considered according to the working time model

Important for Correct Calculations

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