Import leave balances

When you migrate to Your HR Toolkit from another HR system, you’ll need to bring opening leave balances across. The leave import does that in bulk via a CSV.

Open the import

1. Sidebar then Leave.
2. Top right, Import balances.

Download the template

The page gives you a CSV template with the right columns:

• employee_id (must match an existing employee)
• leave_type (annual, personal, long_service, etc.)
• balance_hours (or balance_days, depending on what your other system reports in)
• effective_date (the date this balance is correct as of)

Fill in the spreadsheet

One row per employee per leave type. Skip leave types you don’t have balances for (the platform will accrue from zero for those).

Be careful with units. The platform stores balances in hours internally. If your old system gave you days, set the column to balance_days and the platform converts using each person’s work pattern.

Upload and validate

1. Drag your file into the upload area.
2. The platform shows a preview. Review the parsed rows.
3. Errors (employee not found, invalid leave type, negative number for a type that doesn’t allow negatives) are flagged. Fix in the file and re upload, or skip those rows.
4. Confirm import.

The import overwrites existing balances for the leave types in the file as of the effective date. Anything else stays as is.

After import

Spot check a few employees:

1. Open their profile.
2. Leave tab.
3. Check the balance matches what you imported.
4. Check the activity log shows the import as the source.

If the numbers look wrong, run Revert last import within 24 hours to roll the change back.