If you want, you can occasionally import past or future absences into Timmi Absences to avoid doing it by hand. This operation is completed in the ‘Manage the schedule’ > ‘Import leaves’ module.
Retrieve the import file template
Sign in to your test database.
The import file for leave is found in the ‘Import leaves’ tab. Simply click on ‘Upload template file’
Fill in the import file’s columns
Next, fill in the following information in the document for each employee:
- legalEntity: the employee’s legal entity
- employeeNumber: the employee’s unique employee number for payroll
- lastName: the employee’s surname
- firstName: the first name
- accountID: this is the code for the absence account in question. You can find it in Timmi Absences > Configure > Accounts. For example, if the employee has leave planned on their 2018-2019 annual leave account, you must enter the code 1218 in the import file:
- startDate: the first day of leave (DD/MM/YYYY format)
- flagStartDate: indicate whether the leave began in the morning (AM) or afternoon (PM)
- endDate: the last day of leave (DD/MM/YYYY format)
- flagEndDate: indicate whether the leave ended in the morning (AM) or afternoon (PM)
- nbHours: indicate here the number of hours spent on accounts valued in hour units (e.g. 2h for a Training account). Delete the column if not applicable.
- isApproved: put ‘yes’ if the absence is approved and ‘no’ if not (mandatory for absences subject to approval, leave blank otherwise)
Testing the file
When you have finished filling out the import file, you can test the import. Simply drop your file into the field provided for this or upload it, then click on ‘Test file’.
This test phase will call your attention to any errors detected in the file. Such errors could be overlapping leave days for the same employee or unrecognised employee numbers; similarly, if you indicated leave on a Saturday and the account you want to import the leave to is configured in business days in Timmi Absences, you will get this error message:
Once the file is corrected, you can test the import again.
Note: you can also click on ‘Ignore errors and continue’
Next, and before importing, Timmi Absences will suggest recrediting the absence accounts in question during the import.
- If you simply want to import a record of leaves but these were already deducted in your payroll, you can leave the box ticked:
- If you import future leaves that should be deducted, you can untick this box so that account balances are modified accordingly.
Lastly, click on ‘Import absences’—that’s it, you’re done! You can verify leave in ‘View schedule’.
Replace existing absences when importing.
By default, Timmi Absences prevents the import of overlapping absences. If you wish to replace existing absences, please contact Lucca Support to enable this setting in your environment.
Once this parameter has been activated in your environment, the advanced options of the import module will prompt you to check the "Replace existing absences" box.
If the option is unchecked: in the event of overlapping dates, we display the lines in error and block the import.
If the option is checked: we overwrite absences in conflict with those present in the file.