This article explains how to enter the leave balances of many employees with a single file using Bulk Leave Entry (Excel). Users with the LEAVE_ADD_ALL permission do this. Typical uses: bringing balances over from a previous system when moving to Teamso, or reconciling balances at year end.
Before you start
Employees must have leave rules assigned (Creating leave rules).
Employees must be in branches you are responsible for; employees with no branch are not matched.
Step by step
In the left menu, go to Time and attendance > Leave and click Bulk Leave Entry.
In the Bulk Leave Entry (Excel) window, click Download Template.
The template comes filled with the active employees you manage, their leave rules and current remaining balances.
In Excel, enter an operation and days on each row; rows where both are empty are ignored. The operations are:
Used Leave: total days used in the past; deducted from the balance. Dates entered on these rows are ignored.
Add Entitlement: extra entitlement (bonus); added to the balance. If the start date is empty, today is used.
Remaining Balance: reconciliation; enter the remaining balance it should be, and the difference is saved automatically as used leave or entitlement. Negative values are allowed.
If the leave rule is empty, the employee's active rule is used; if the leave type is empty, Annual Leave is used. Days cannot exceed 365. The Description column is saved on the leave record of Used Leave rows only and can be at most 255 characters; if it is empty, "Toplu izin girişi (Excel)" is written.
Upload the file (XLSX or XLS, max 10 MB, max 5000 rows) and click Check File.
The preview shows each row's Current and New balance and any error or warning in the Result column. You can filter with Only rows with errors / warnings.
If there are rows with errors, fix them in Excel and upload again with Choose Another File. If there are no errors, click "Save {count} Rows", then Save in the Confirm the entries window.
Result
Saving is all or nothing: if any row has an error, no row is saved.
Used Leave rows are written as approved, undated leave records; Add Entitlement rows are written as entitlements of type Manual. Employees' remaining balances are updated immediately.
Uploading the same file again adds Used Leave and Add Entitlement rows a second time. If the system finds a similar record, it flags the row with a possible-duplicate warning; check it before saving.
Rows for inactive employees and rows that make the balance negative are shown as warnings; rows that exceed the leave type's negative balance rule are errors.
Common problems
Symptom: "Employee not found" error on a row.
Cause: The employee is not in a branch you manage, has no branch, or the identity details do not match the template.
Solution: Download the template again and use it without changing the system ID column.
Symptom: Error for two Remaining Balance rows for the same leave.
Cause: An employee can have only one Remaining Balance row per leave.
Solution: Merge the rows.
Symptom: "The description can be at most 255 characters" error on a row.
Cause: The description of a Used Leave row is longer than 255 characters.
Solution: Shorten the description and upload the file again.
Symptom: After saving, a row says "This row could not be saved, so no row of the file was applied".
Cause: An unexpected error occurred while a checked row was being saved. Saving is all or nothing, so no row of the file was written and no balance changed.
Solution: Check the row and upload the file again. If the same row keeps failing, send the row number to support.
Symptom: "Nothing to save" message.
Cause: All balances in the file already match the system.
Solution: No action is needed.