This article explains how to import time off policy assignments into Personio. For every time off type you create, you need to assign a time off policy. This ensures that:

• Employees can see and request that type of time off, and
• Administrators can request it on behalf of employees and edit any time off periods.

With this import, you can assign time off policies to new or existing employees all at once. This import is particularly useful if you need to:

• Assign time off policies to new employees quickly and reduce the time spent on manual setup.
• Assign policies to multiple employees and time off types at the same time.
• Change a policy assignment for a group of employees who are moving location or department, for example.
• Globally change a policy assignment due to local regulation or company policy. For example, if you’re granting an additional day of vacation to all employees.

Before you start

• To import time off policy assignments, you need edit permissions for Time off policy assignments import in Configurations > Imports. You also need view permissions for the time off type and edit permissions for Absence / Balance history of the employees who you are importing time off data for. Learn more about import permissions.
• Imports cannot be reverted. Make sure the data you're importing is correct, and consider importing a small data set first to test the results.

Make sure you have the following details ready before starting the import:

• Your employees’ email addresses: The system identifies each employee by their email address. To find an individual employee’s email address, go to the Personal info tab of their employee profile and search for the Email attribute. To find the email addresses of many employees at once, go to Organization > People list, toggle the Email column, and set the filters as needed.
• Time off type name: The exact name of the time off type that you’re assigning the policy to.
• Time off policy name: The exact name of the policy you’re planning to assign.
• Applicable from: The point from which the policy should be effective. If assigning a specific date, you can select dates ranging from the start of the previous calendar year to any future date.
  ▶︎ Policies with a limited entitlement, for example, a policy of 24 days of vacation: You can select Hire Date, Current Period, Next Period, or a specific date in the format YYYY-MM-DD. 
  ▶︎ Policies with an unlimited entitlement, for example, a policy of unlimited sick leave: You can select Hire Date or a specific date in the format YYYY-MM-DD.

Download and fill out our template

Before importing your time off policy assignments into Personio, you need to prepare your import file. We have a template to help you. Follow these steps:

1. Go to Settings.
2. In the Organization section, click Imports.
3. Select the upload type Time off policy assignments and download the template.
4. Open the Excel template and read the Guidelines tab.
5. Fill out the template.

Import your completed template

Once you have completed the Excel template, follow these steps to import your file:

1. Go to Settings.
2. In the Organization section, click Imports.
3. Select the import type Time off policy assignments.
4. Click Next and follow the instructions on the screen.
5. Make sure the columns in your file match the corresponding attributes stored in Personio.
6. If there are errors, review your file. Follow the instructions and tooltips on the screen to fix the errors.
7. Confirm the import.

To check the import worked, go to the Time off tab of a relevant employee profile. Under Time off balances > Assigned, click on the relevant time off type and open the Policies tab.

Tip:
If you assign policies to a time off type for the first time and for a future date, you can find the time off type under Time off balances > Unassigned. The time off type automatically appears in the Assigned tab on the effective date.