Import paid leaves

The function for admins to grant (upload) paid leave days to multiple employees in batches was released on May 7, 2024.
To use this function for planned granting of annual paid leave, etc., please follow the procedure below.

RestrictionsWith this function, you can only register the paid leaves in units of one day (full day). You cannot register in half-day or hourly units.

First time
 1. Confirmation of template entries
 2. Creating template
 3. Import data into Workcloud
  ■Data import preconfiguration
  ■Importing file
 4. Confirmation of imported data

After the second time (no change in column name)
 1. Creating template
 2. Import data into Workcloud
To change the column name after starting to use
 1. Initialization of name settings
 2. Set column names and import file

Major error messages on upload

First time

1. Confirmation of template entries

Click on ADMINS [Data import].
Click on “Import annual paid leaves data.”

Click on “Upload.”

④ You see there the contents of the three columns required in the template for input (“Employee ID,” “Date,” and “Notes on this request”).

 

2. Creating template

Open a Microsoft Excel worksheet in New.
Leave the first row blank.
On the second row, enter the three columns (“Employee ID”, “Date”, and “Notes on this request”) as seen in 1, .
Column name and contents
You can rename “Employee ID” to “Employee number”, “Notes on this request” to “Request notes”, etc. However, the name to be imported is the default name (“Employee ID”, “Date”, and “Notes on this request”). Only these three columns can be imported.

② Enter the contents to be imported starting with the third row.
In column A, enter the employee ID of the subject employee.
In column B, enter the employee's paid leave date.
In column C, enter the information you wish to reflect in the “Notes on this request” for that paid leave date (optional).

Enter one date per person per row; multiple dates for one employee, or consecutive dates for one employee, must only be entered for that number of days.
In the example above, rows 3 through 7 are for a single employee, employee ID 131. The dates covered are May 21, 2024 through May 24, 2024 and May 27, 2024.

③ After all eligible employees have been entered, click “Save As...”.
Change the file name if necessary.
Be sure to select the format as “.xls”.

④ Click on “Save.”
If the compatibility check confirmation screen appears, click “Continue.”

〈Remarks on file creation〉
If you are not confident about creating a file for a target employee using only the employee ID, we recommend that you go to Reports > All data download and copy and paste the three left columns of the “HR Master” (employee ID, Last name, First name).
When you are ready to file, delete the two columns of employee last name and first name.

 

3. Import data into Workcloud

■Data import preconfiguration

If you are importing paid leave data on this screen for the first time, you will need to set up a template before importing.

Click on ADMINS [Data import].
Click on “Import annual paid leaves data.”

Select the file created in 2.
Click on “Upload.”

Click on the rows showing the column names “Employee ID,” “Date,” and “Notes on this request” (or the corresponding name for each).

The screen will switch.
Select which of the names in each of the “Workcloud field names” on the left corresponds to each of the “Your data field names” on the right.
*Each “Your data field names” on the right will show the name of the item you entered in of 1.

After specifying each of the “Your data field names” as shown above, click “Save template”.

The items you specified in step are now reflected in the column names on the sheet.
Click “Import annual paid leave data.

Importing file

From “Choose file,” select the file created in 2.
Click “Upload.

The contents to be imported will be displayed.
A warning message regarding employee numbers may appear, which can be ignored.
Click “Import.

After a few moments, the import will be completed and the display will change to the one shown above.
The information you entered in “Notes on this request” will not be displayed here. Please check it from “4. Confirmation of Imported data” below.

Note: If you wish to continue and import a second paid leave import file, click “Import more data”. The “Import file” screen will appear. Repeat from in this order.

 

4. Confirmation of imported data

You can see each employee's paid leave days and “Notes on this request” on these screens below.

■Report screen

You can view the report by specifying the target report month in the “Monthly time off history” under Time off related in “ADMINS > Reports”. The report can also be downloaded.

 

Individual screen

You can also view this information on the “Manage employees > Leave > Paid Leave holidays” screen for the subject employee.

In the lower right corner of the screen, you can also see the notes you have entered.
The recorded name is the name of the employee who imported the file, and the submitted date reflects the date of import.

 

After the second time (no change in column name)

The column names of the template (the column names set in in 2. Creating template. Default is Employee ID, Date, and Notes on this request) are unchanged, the procedure is slightly simplified from the first time.
If you want to change the column name from the one you have set, please refer to “To change the column name after starting to use”.

1. Creating template

Copy the template you have just used.
Open the copied template.

Leave the first row blank.
Enter the contents to be imported starting with the third row.
In column A, enter the employee ID of the subject employee.
In column B, enter the employee's paid leave date.
In column C, enter the information you wish to reflect in the “Notes on this request” for that paid leave date (optional).

Enter one date per person per row; multiple dates for one employee, or consecutive dates for one employee, must only be entered for that number of days.
In the example above, rows 3 through 7 are for a single employee, employee ID 203. The dates covered are June 3, 2024 through June 6, 2024 and June 10, 2024.

After all eligible employees have been entered, click “Save As...”.
Change the file name if necessary.
Be sure to select the format as “.xls”.

Click on “Save.”
If the compatibility check confirmation screen appears, click “Continue.”

Remarks on file creation
If you are not confident about creating a file for a target employee using only the employee ID, we recommend that you go to Reports > All data download and copy and paste the three left columns of the “HR Master” (employee ID, Last name, First name).
When you are ready to file, delete the two columns of employee last name and first name.

 

2. Import data into Workcloud

Click on ADMINS [Data import].
Click on “Import annual paid leaves data.”

From “Choose file,” select the file created in 1.
Click “Upload.
*Since the template settings were made during the first import, the “Change template settings” link is displayed for the second and subsequent imports. Unless you change the column names in the template, this link will not be used.

The contents to be imported will be displayed.
A warning message regarding employee numbers may appear, which can be ignored.
Click “Import.

After a few moments, the import will be completed and the display will change to the one shown above.
The information you entered in “Notes on this request” will not be displayed here.

If you wish to continue and import a second paid leave import file, click “Import more data”. The “Import file” screen will appear. Repeat from in this order.

Please refer to “4. Confirmation of imported data” for how to confirm the imported data (including “Notes on this request”).

 

To change the column name after starting to use

If you want to change the column names of a template that has already been set up after use, you must initialize the naming settings. Then register the template with the new column name.
*The default column names are “Employee ID,” “Date,” and “Notes on this request.

1. Initialization of name settings

Click on ADMINS [Data import].
Click on “Import annual paid leaves data.”

Click on “Change template settings.”

Click “Choose file” to specify the file in which the column names you have been using are registered.
Click on “Upload.”

All “Your data field names” should be “Please select”.
Click on “Save template.”

All column names are unset (initialized).
Click on “Import annual paid leave data.”

 

2. Set column names and import file

① Create an Excel template with the column names to be changed.
Leave the first row blank.
Set the name to be changed from row 2, column A.
(Default name: Column A “Employee ID”, Column B “Date”, Column C “Notes on this request”)

The method of creating data for paid leave for eligible employees from row 3 is the same as before.
Save the file when you have completed the input. Be sure to select the format as “.xls”.
<Column name and contents>
You can rename “Employee ID” to “Employee number”, “Notes on this request” to “Request notes”, etc. However, the name to be imported is the default name (“Employee ID”, “Date”, and “Notes on this request”). Only these three columns can be imported.

From “Choose file,” select the file created in .
Click “Upload.

Click on the row with the appropriate column name for “Employee ID,” “Date,” and “Notes on this request.

The screen will switch.
Select which of the names in each of the “Workcloud field names” on the left corresponds to each of the “Your data field names” on the right.
*Each “Your data field names” on the right will show the name of the item you entered in of 2.

Click on “Save template.”

Click on “Import annual paid leave data.”

From “Choose file,” select the file created in .
Click “Upload.

The next screen will display the contents of the import. After this, the import and confirmation procedures are the same as before.

 

Major error messages on upload

Paid/unpaid vacation cannot be used on non-working days

Cause and Response
You have entered non-working days, such as Saturday or Sunday.
Check the employee ID in error and review the entry date for that employee. If the entry date is incorrect, correct the employee's failed upload date and re-upload the file for that date only.
If the number of errors is low, our recommendation is to register them from the "Mange employees > Leave > Paid holidays" screen for the employee.

 

Not enough paid holiday hours in 2024 for this request

Cause
The employee with the employee ID in error did not have enough days entered on file for the number of paid hours (days) for the subject year.
So the system set the number of days to the number of days remaining in the subject year only.
(Example) The number of days of paid leave remaining in 2024 was 2. However, you had entered 5 days in the file. (Only 2 days were reflected)

 

has paid holidays recorded on these days

Cause
The employee with the employee ID in error is already registered for paid leave for the date entered in the file.
The subject date is listed at the back of the message.

 

Your approver must be set in order to request time off

Cause and Response
The employee with the error employee ID does not have an approver set up. Please upload the file only for that employee after setting up his/her approver.
If the number of errors is low, our recommendation is to register them from the "Mange employees > Leave > Paid holidays" screen for the employee.

 

Click here for the Japanese version of this manual.
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