Productive's CSV importer allows you to efficiently manage time-off allocations.
Whether you're updating allocations for multiple users or managing their time-off schedules, CSV import is a convenient solution!
Importing Time-off Allocations
Before you begin importing time-off allocations, it's important to ensure that all your time-off categories are configured in Productive; otherwise, you won't be able to add allocations to your teams via CSV.
To import time-off allocations for the team, navigate to Settings > Data import.
Then, select Download .csv templates and download the Entitlements CSV template.
The file you download will contain the following columns:
Person | The user's full name (as used in the app). |
The user's email. | |
Time Off Category | The name of the time-off category. |
Start Date | The start date for the validity of the allocation. |
Expiration Date | The last day the allocation is valid. |
Allocated (Days) | The number of days allocated for the user. |
Allocated (Hours) | The number of hours allocated for the user. |
Description | Description of the time-off allocation. |
Uploading the Template and Fixing Errors
After completing the template, upload it:
1. Drag and drop the filled template into the upload box or manually upload it.
2. Productive will automatically check for errors. Any identified errors will be marked with a warning symbol (⚠️), which you can hover over to pinpoint specific problem areas.
3. You can edit data directly within the import popup to fix errors without saving and re-uploading the CSV file.
After making edits, select "Check for errors" to ensure a smooth import process.
Completing the Import
Once all errors have been resolved, proceed with the import by clicking "Proceed to import" and then "Import" on the subsequent screen.
After successful upload, review and tweak the imported data in Resourcing or, if you're checking individual allocations, under the individual user's Time off tab in their profile.
Useful Tips
Ensure that the date format in the CSV file is YYYY-MM-DD (or YYYY-M-D) to avoid parsing errors during the import.
Do not delete or remove any columns from the CSV file template. If certain fields are not applicable, such as a description or allocation in hours, simply leave those columns empty without deleting them. Maintaining the integrity of the template structure ensures smooth data import processes!
Take advantage of the inline editing feature to fix any errors in the imported file efficiently.
Use Case: Refreshing Yearly Allocations Using the CSV Import
As the end of the year approaches and you prepare for the upcoming year, updating allocations for the next year becomes essential. With CSV imports, you can easily refresh and update your yearly allocations.
Here's a simple process to streamline this task:
1) Generate Entitlements Report
Navigate to Reports and select "From scratch".
Choose the Entitlements data source for the desired period (e.g., "Start date = This year").
Download the report in CSV format.
2) Update Entitlements CSV File
Open the downloaded report and review the columns: person, email, time off category, start date, expiration date, allocation (in days or hours), and description.
Ensure that the report's columns match those in your CSV file to avoid manual adjustments.
Copy the information from the report to the CSV template.
3) Adjust Dates
Modify the start and expiration dates in the CSV file to reflect the upcoming year.
4) Import Updated Entitlements
Have your entitlements CSV file with the updated data at hand and navigate to Settings > Data import.
Upload the file, and the system will automatically refresh and update the allocations for the next year.