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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.

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
    • Days/Hours Taken (current and next cycle)
    • From Date, To Date, Requested On
    • Optional: Approved By, Description, Reason Code
💡 The “Policy Name” field fetches values based on your company’s available time off policies
🛠️ The Status options are fixed:
  • Pending
  • Approved
  • Cancelled

Step 2. Upload and validate data

  1. Choose the date format that matches your file (e.g. dd/mm/yyyy)
  2. Click Upload and select your completed Excel file
  3. Click Next to proceed to data validation
🚫 Up to 1,000 records can be uploaded at once
✅ You can divide into smaller files for better performance

Step 3. Match and confirm column mapping

    1. Review the auto-detected columns
    2. Ensure each column is mapped correctly to Plumm’s required format
    3. If a column is incorrect, select the correct one from the dropdown
    4. Click Next to proceed
    Required matches include:
    • Work Email
    • Policy Name
    • Status
    • Time Off details (days/hours taken, dates)
    • Requested On

    Step 4. Finalise and submit import

        1. Review any errors or warnings
        2. If needed, skip the flagged rows or download errors using the link
        3. Click Submit to import the valid records
        💡 Only correct records will be imported. Skipped rows won’t block the process.

        Frequently Asked Questions (FAQ)

        1. Where can I find the time off import template?

        You can download it directly from the Import Time Off section in Settings.

        2 . What file format is accepted?

        Only .xlsx format is supported.

         

        3. What happens if my file has duplicate leave entries?

        The system will flag them during validation. You can skip those rows or correct and re-upload.

        4. Can I import time off for future cycles?

        Yes, just ensure the correct cycle fields (current vs. next) are populated.

        5. What if the leave record already exists for a date?

         You’ll receive an error stating that a duplicate leave entry exists for that employee and date.

        6. How are Policy Names fetched?

         They are automatically pulled from your company’s leave policies defined in the system.

        7. Is the Status field editable or hardcoded?

         It is hardcoded. Only “Pending”, “Approved” or “Cancelled” values are accepted.