Step 7: Importing Absences

 

After you have completed Step 6: Configuring Absences and Accrual Policies, you can import any past and planned absences from the system that you previously used into Personio. 

This article explains how to: 

 

Import Absence Periods in Bulk

Follow these steps to import absence periods in bulk:

  1. Download the Excel template EN Absence Periods Upload available in this article's Downloads section. Alternatively, you can create your own template (supported formats: .xlsx, .csv, .xls), which will need to include the same eight columns: 

  • Employee's email address; exactly as stored in Personio
  • Absence type; exactly as stored in Personio (incl. case sensitive)
  • Start date; in the format DD.MM.YYYY
  • End date; in the format DD.MM.YYYY
  • Start time; in the format HH:MM
  • End time; in the format HH:MM
  • Half-day first day; if the first day has been taken as a half-day absence (1 for yes, otherwise leave blank)
  • Half-day last day; if the last day has been taken as a half-day absence (1 for yes, otherwise leave blank)
  1. Fill in the Excel template with the information regarding your employees' absences.

    If you want to import: 
  • a full-day absence, enter the same date as start date and end date.
  • an absence of a couple of hours over the course of a day, enter the same date as start date and end date, but also the corresponding start time and end time for that absence.
  • a half-day absence, enter a value 1 into the Half-day first day column for the second half of the day, or into the Half-day last day column for the first half of the day.

    Note
    Start and end times are only needed for absences tracked in hours (for example, a doctor's appointment from 10:00 am to 11:00 am). These columns can be ignored for any other absences.

    Note
    If you copy-paste the data into the Excel template, make sure to change the format of both the Start time and End time columns to text afterwards (Right click > Format cells > Category > Text)

    Note
    When copy-pasting the data into the Excel template, make sure to change the format of both the Start date and End date columns to text afterwards (Right click > Format cells > Category > Text). Also, make sure it is written as DD.MM.YYYY

        1. Go to Imports > Absence periods upload and upload the Excel file. Select the file type Absence periods upload.

          imports-absence-upload_en-us.png
        2. Assign the columns in your Excel file to the corresponding attributes stored in Personio. Make sure they have the exact same name.
        3. Review the preview of the import and click on Import if everything is correct.

Tip
Alternatively, you can also manually enter absence periods through Employee Profile > Absence. You can find more information in the article How Can I Enter Absences for Other Employees?

 

Import Absence Balances in Bulk 

The absence balance for each employee in Personio should match the account balance from the system that you previously used, as long as all of the accrual policies have been correctly defined and allocated, and all absence periods have been imported without any gaps. 

However, with accrued absences, it is possible that the account balance will not exactly match the balance from the system that you previously used. There can be several reasons for this. For example, the accrued days that are calculated based on the rules created may deviate slightly, or absence periods may be missing. It could also be related to public holiday calendars and work schedules, as Personio will automatically ignore days that have been stored in the work schedule as absence days and public holidays.

You may need to adjust the employees' balance. Follow these steps to adjust it via an absence balance import:

  1. Download the Excel template EN Accrual Balance Upload available in this article's Downloads section. Alternatively, you can create your own template (supported formats: .xlsx, .csv, .xls), which will need to include the same four columns:

  • Employee's email address; exactly as stored in Personio
  • Absence type; exactly as stored in Personio (incl. case sensitive)
  • Balance; in the format DD or HH depending on the unit of time set for the absence type. If the balance also includes a half day or a half hour, then it must be entered in the format DD.5 or HH.5.
  • Balance date (optional); in the format DD.MM.YYYY.
    1. Fill in the Excel template with the information regarding your employees' absence balance.
    2. Go to Imports > Accrual balance upload and upload the Excel file. 
    3. Assign the columns in your Excel file to the corresponding attributes stored in Personio. Make sure they have similar names.
    4. Review the preview of the import and click on Import if everything seems fine.

Note
Be aware that if you adjust the absence balance by importing in bulk, you won’t be able to choose the adjustment type. The balance will be automatically set to a certain value. If you need to adjust it by a number of days, check out the article Adjust Absence Balances.

We are happy to assist you in importing your data. If you are planning to do an import and need our assistance, you can contact our service team through the Find Answers section in Personio via Help > Support and Updates > Find Answers.

 

Comments

0 comments

Article is closed for comments.