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Import Time Off

Summary

Easily upload bulk time off data using a structured Excel file. This helps in quick onboarding, correcting records, or migrating data for multiple employees.


In this article

  • Before you begin
  • Step 1: Download and prepare the Excel template
  • Step 2: Upload and validate data
  • Step 3: Match and confirm column mapping
  • Step 4: Finalise and submit import
  • Frequently Asked Questions (FAQ)

Before you begin

This feature is permission-based. Only users with the correct access can view and use the Import Time Off function.
Make sure you have:
  • Admin access to the Settings section
  • Accurate leave data for your employees
  • The official Excel import template (downloadable from within the platform)

Step 1. Download and prepare the Excel template

      1. Go to Settings > Import
      2. Under Import Time Off, click Download the template
      3. Open the file named Plumm_Time_off.xlsx
      4. Fill out all required fields:
        • Work Email
        • Policy Name
        • Status (Pending, Approved, or Cancelled)
        • Days/Hours Taken (current and next cycle)
        • From Date
        • To Date
        • Requested On
      5. (Optional) Add details in:
        • Approved By
        • Description
        • Reason Code
      🛠️ Notes:
      • Do not rename the tab (must remain Time_off) — renaming it will cause the file to be rejected
      • Do not change the column headers — or else dropdown mapping will fail
      • Optional fields (e.g. Reason Code, Description) can be blank — the import will still succeed

      Step 2. Upload and validate data

      1. Choose the correct Date Format (e.g. dd/mm/yyyy)
      2. Click Upload and select your completed Excel file
      3. Click Next to validate your entries
      🚫 Errors can include:
      • File contains example data only
      • Invalid emails
      • Duplicate leave entries
      • Missing required fields
      • Mismatched leave cycle dates
      ✅ Tip: Upload up to 1,000 rows per file — split into smaller files for better performance

      Step 3.  Match and confirm column mapping

        1. Review how your Excel columns are matched to Plumm's fields
        2. If any field is unmatched, select the correct option from the dropdown
          • E.g. Policy Name or Status may need to be manually mapped if the headers were changed
        3. Required fields to map:
          • Work Email
          • Policy Name
          • Status
          • Days/Hours Taken
          • From and To Dates
          • Requested On
        4. Click Next to proceed
        🛑 If dropdowns show a warning (red icon), the field is either unmapped or mismatched

            Step 4. Finalise and submit import

            1. Review all validation errors or warnings displayed after column mapping
            2. Click Download Errors File to view a full list of failed rows, along with the reason for each error
            3. You can:
              • Fix the issues in the Excel file and re-upload
              • Or choose Skip Row to ignore invalid entries
            4. Click Submit to import all valid records
            💡 Only valid rows are imported. Skipped or errored rows won’t block the process.

              Frequently Asked Questions (FAQ)

              1. What happens if I rename the Excel sheet tab?

              The import will fail. It must remain named Time_off.

              2 . Do I need to fill optional fields for a successful import?

              No — optional fields can be blank. Only required fields must be filled.

               

              3. Why did my columns not auto-map during import?

              This happens if you rename the column headers in the Excel file. You’ll need to map them manually.

              4. What does “Policy does not exist” mean?

              The value in the Policy Name column doesn’t match any active time off policy in your company.

              5. What does “This e-mail does not exist” mean?

              The Work Email does not match any registered employee in your Plumm account.

              6. What if I import leave dates that already exist for the same employee?

              You’ll get an error saying: “This user already has an existing leave record for the same day.”

              7. What causes “Days Taken is a required field” even though I filled it?

              Make sure the field is filled without spaces or formatting issues. If left empty, the row will fail.

              8. What does “Time off dates do not align with the cycle duration” mean?

              The From/To dates don’t fall within the start and end range of the policy's configured cycle. Check the cycle rules under your company leave settings.

              9. Can I download a report of errors found during import?

              Yes. During the validation step, you’ll see an option to Download Errors File. This file includes all rows that failed to import along with clear error messages. You can use it to correct the issues and re-upload the data.