HRIS Imports: Time Off

This article provides tips and instructions on how to successfully mass import active Time Off days in Namely HRIS.

OVERVIEW

An employee's Time Off data can be added to HRIS from any time off system as long as the time off information was documented. If you need to add data that pertains to time off days in bulk, you can do so by completing a Time Off Import. This import is commonly used to add accrued and carryover days to Namely HRIS.

Looking for an import to add time off requests instead? Refer toHRIS Imports: Time Off Request for further instructions.  

IMPORT TEMPLATE

  • Template:Time Off Import Template

    • Fields available for import: Time Off (days), Carryover (days)

    • You must also include one Unique Identifier on your template: Employee Number, GUID, or Employee Email (recommended)

  • Reports: The Profile report type in HRIS contains the unique ID needed to complete this import.

PREPARING AND UPLOADING THE IMPORT TEMPLATE

Prepare the Import template

  1. Download the Profile report to collect the employees’ data. 

  • In Namely HRIS, click Reporting under Admin Tools > New Report > select Profile as the Report Type > select Profile Default as the Report Template > Create Report.

  • Refer toHRIS Reportsfor more information.

  1. Use the unique ID information provided from the report and insert it into the import template. You should only include data on employees that need Time Off information added on your template. 

  2. Once the employee information has been added to the corresponding fields, save the file as a .csv format.

  • Time Off (required): This is the employees current time off balance. This will override any system accruals. 

    • Time Off Balances will always need to be converted to Days.

  • Carryover (optional): This is the number of days the employee carried over from the prior year.

Import the template

Tip:

Test the import first by importing a single row of data and confirming that the import is successful on an employee's profile prior to proceeding with the full import. If you need additional support with the import, refer to HRIS Imports.

  1. When the import file is complete, go to Company Settings in Namely HRIS.

  2. Click Settings > Import Data under the General tab.

  3. Scroll down to the Time Off Import section.

  4. Click Choose File > upload the completed import template > Upload CSV file.

  5. Under Assign Fields, select the unique employee identifier and the Time Off Type (ex. PTO) you used in your .CSV file.

  6. Use the dropdown selection to map the fields in your import file to their corresponding Namely Field. 

A screenshot of a computer Description automatically generated

  1. Click Continue > Import Data.

TROUBLESHOOTING

If an error occurs during the import process, an error report will automatically be generated in a .CSV format. Download the file and refer to Common HRIS Import Error Messagesto resolve the errors. Once the errors have been resolved, re-import only the rows of data that had issues.

If you're still encountering issues or unresolved errors, submit a case in the Help Community and include the import file and any screenshots of the errors as an attachment.

Product Name: HRIS Settings

Feature: Company Settings

Function: Imports 

TIPS

  • Your .csv file cannot exceed 5 MB.

  • The first row of each column should be treated as a header row.

  • Each employee must be listed on a separate row.

  • Each row must have Unique ID to match your records to Namely records. Employee email is used as the primary unique identifier within Namely.

  • Dates should be formatted: MM/DD/YYYY