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Importing Time-off Entitlements and Bookings from CSV
Importing Time-off Entitlements and Bookings from CSV
Updated over a week ago

Productive's CSV importer allows you to efficiently manage time-off entitlements and bookings.

Whether you're updating entitlements for multiple users or managing their time-off schedules, CSV import is a convenient solution!

Before specifying any time-off categories (entitlements) in your CSV file for import, ensure that the entitlements have already been added and assigned to the appropriate users within Productive.

Failing to do so may result in the "No entitlements" error during the import process!

How to Import Time-off Entitlements and Time-off Bookings

Time-off Entitlements

To get started, download and fill out the "Entitlements" CSV template with your data:

  1. Navigate to Settings > Data import.

  2. 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).

Email

The user's email.

Time Off Category

The name of the time-off entitlement.

Start Date

The start date for the validity of the entitlement.

Expiration Date

The last day the entitlement (time-off category) is valid.

Allocated (Days)

The number of days allocated for the entitlement (time-off category).

Allocated (Hours)

The number of hours allocated for the entitlement (time-off category).

Description

Description of the time-off category/entitlement.

Time-off Bookings

Similarly, to import time-off bookings, download the "Time off bookings" CSV template.

The file will contain the following columns:

Person

The user's email (as used in the app).

Time Off Category

The name of the time-off entitlement.

Start Date

The start date of this particular time-off booking

End Date

The end date of this particular time-off booking.

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 further tweak the imported data in Resourcing or, if you're checking individual entitlements, under the individual user's Time off time in their profile.

Useful Tips

  • When uploading time-off bookings, only full-day bookings are supported, even though Productive supports half-day and hourly time-off bookings in-app.

  • Ensure that the date format in the CSV file is YYYY-MM-DD (or YYYY-M-D) to avoid parsing errors during the import.

  • Before starting the import process, make sure that the selected users' time-off entitlements are already added to their profiles. Imports are not possible for the specified users unless they have pre-existing entitlements.

  • 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 Entitlements Using the CSV Import

As the end of the year approaches and you prepare for the upcoming year, updating entitlements for the next year becomes essential. With CSV imports, you can easily refresh and update your yearly entitlements.

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 entitlements 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

  • Navigate to Settings > Data import and select the entitlements CSV file with the updated data.

  • Upload the file, and the system will automatically refresh and update the entitlements for the next year.

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