Importing entitlement balances can help you manage your data and save time, whether you're at the implementation stage or later when you have many balance changes to maintain.

Please check the step-by-step instructions:

1. Download the blank template

Navigate to Configuration and select Import.
or
Download the template directly from this page → 📥 Templates Section

Calamari Configuration menu showing the Import section

Choose the absence limit changes tab and press 'Download template'.

Absence Limit Changes tab in Calamari with the Download template button.

2. Fill in the template with your data

Open the downloaded file and fill it with entitlement balance details data.

Excel spreadsheet with employee emails, absence types, entitlement balance adjustments, effective dates, and comments.

Email column - in this column, add the email address of the employee

Absence type column - add the name of the absence type. Make sure that the name is the same as on your account (you can check the absence types here)

Balance (days/hours) - complete this column with the balances you’d like to adjust. The number of days or hours that should be added/deducted depends on the absence type unit.

As of day (date) Define the date as of which the balance will be effective.

Comment - In the comment column, you can add additional information if necessary.

⚠️ Important

Please remember that the number of hours/days entered in the file will be adjusted to the entitlement accrued automatically by the system.

For example:

if you put 6 days in the file next to John Smith, it will add 6 days to his entitlement.
If you put a minus (-) before the number, it will deduct the given number of days from the employee’s current entitlement.

3. Save the file

💡 Before saving the file, make sure that:

the names of the absence types are the same in the file and on your Calamari account.

the data in the As of day (date) column has the following format: YYYY-MM-DD (Year-Month-Day)

there are no empty spaces left at the end of each line

if the balance to be imported is a decimal fraction it should be separated with a dot → example 2.5 instead of 2,5
Everything is formated as text

4. Import file to Calamari

Import file to Calamari → Configuration → Import → Absence Limit Changes → Import → Attach file

Calamari Absence Limit Changes import screen with the option to attach a file.

Calamari Import settings showing the option to share files with the Customer Support Team.

5. Ask for support

If you need assistance uploading data, go to Configuration → Import → Share files with the Customer Support Team →Attach file & let us know you uploaded the files.

See also:

How to import employees to Calamari?

How to import requests to Calamari?

📥 Templates Section

3. Calamari Current Entitlement Balance Import Template.xlsx

How to import entitlement balances to Calamari?