Before getting started
To avoid manually entering large numbers of absences, Lucca Absences allows you to do a bulk import of past or future absences. This operation is performed in the Schedule Management > Import Absences module. Note: it is not possible to cancel an import so it is recommended to test it first on your test database.
Import absences
Retrieve the file import template
Log in to your test database. Retrieve the absence import file in the "Import absences" tab. Click "Download template."
Fill in the columns of the import file.
The following information must be completed in the document for each employee.
- legalEntity: employee's establishment code
- employeeNumber: the employee's unique payroll number
- lastName: the employee’s last name
- firstName: the employee’s first name
- accountID: this is the code of the relevant leave account. You can find this feature in Lucca Absences > Settings > Accounts. For example, if the employee has a scheduled absence on their 2022–2023 Paid leave account, enter the code 1222 in the import file:
- startDate: the first absence day (format DD/MM/YYYY)
- flagStartDate: indicate here whether the absence started in the morning (AM) or in the afternoon (PM)
- endDate: the last absence day (format DD/MM/YYYY)
- flagEndDate: indicates if the absence ended in the morning (AM) or afternoon (PM)
- nbHours: Here, specify the number of hours requested on accounts set up with "Hours" as their unit (e.g. 2 hours for a Training account). Delete the column if it is not applicable.
- isApproved: set to “yes“if the absence is approved otherwise set to “no” (mandatory for absences requiring approval, otherwise leave empty)
You should distinguish between past and future absences.
This means that you will need to create two separate files:
- One file containing past absences
- One file containing future absences
Importing a maximum of 200 lines per file is recommended.
Test file
Once you have completed the import file, test the import. Simply drag and drop your file into the dedicated field or upload it, then click on "Analyze import".
This analysis will bring up all errors detected in the file. These errors can be overlapping errors for a single employee, unrecognized payroll numbers, or even absences which fall on a Saturday when the account is set up for business days.
This is what errors will look like during the import:
Once the file has been corrected, you can analyze the import again.
Note: You can also click on "Continue and ignore errors."
Replacing existing absences during the import
Once this setting has been enabled in your environment, the "Replace existing absences" box will become available in the advanced options of the import module.
- If this option is not checked: If there is any overlap in the dates, we display the lines with errors and stop the import.
- If this option is checked: We erase any absences which conflict with those present in the file.
Impact of the import on the balances.
Then, and before the import, Lucca Absences gives you the option of re-crediting the leave accounts affected by the import.
- If you simply want to import a history of absences but these have already been counted in your payroll, make sure the "Do not affect the balance" box remains checked:
- If you are importing future absences that need to be counted, check "Affect the balance" so that account balances may be updated.
Finally, click on "Import absences” to complete the import. You can check the absences in "Consult the schedule".
Import templates can be found in your Lucca environment. If you do not have access to this, you can use the template available here.