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.
Choose the absence limit changes tab and press 'Download template'.
2. Fill in the template with your data
Open the downloaded file and fill it with entitlement balance details data.
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 in a CSV format
Note: If you try to upload the file in the .xls format (Excel format) - the system will not accept it.
Ensure you will save your file in CSV format:
💡 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
the field delimiter is →, (comma), and string delimiter is → " (upper inverted commas)
4. Import file to Calamari
Import file to Calamari → Configuration → Import → Absence Limit Changes → Import → Attach file
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: