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Exporting and importing your leave data
Exporting and importing your leave data

How to download the leave data that’s stored in RotaCloud, and upload new data

James Denham avatar
Written by James Denham
Updated over a week ago

In RotaCloud, you have the ability to download and upload leave data. This article will guide you through the process of exporting and importing your leave data using CSV files.

Exporting Leave

To export your leave data from RotaCloud, follow these steps:

  1. Navigate to the 'Leave' page.

  2. Click on the 'Download' (cloud) icon located in the top right-hand corner.

  3. A drop-down menu will appear, allowing you to choose the type of data you wish to export. You can select all leave records, leave allowances, or a complete leave request history.

A screenshot of the various Leave export options available when you click the Download button in the upper-right corner of the Leave page.

Importing Leave

To import leave records into RotaCloud using a CSV file, follow these steps:

  1. Go to the 'Leave' page and click on the 'Import' icon at the top.

  2. You will be prompted to select the CSV file from your computer.

  3. After uploading the file, review its contents. Use the dropdown menus at the top of each column to define each column's contents.

  4. When you're ready, click 'Continue' to upload the data into RotaCloud.

Formatting

  • Dates must be written in the format YYYY-MM-DD.

  • Leave types must match the existing types in RotaCloud, such as 'Holiday' or 'Furlough.' Custom leave types are not supported.

  • Half days can be imported by entering AM or PM in the 'Start Date AM/PM' and 'End Date AM/PM' columns.

  • When creating new leave instances for an existing employee, include their Employee ID in the relevant column. The Employee ID will be included when exporting leave using the download function.

  • When updating existing leave instances with new information, ensure that both the Leave ID and Employee ID are present. These IDs will be included when exporting leave using the download function.

You can download a template of this format for adding new instances of leave here:

Leave import template

Common errors

If you encounter errors during the import process, follow these steps:

  • Rows with errors will be highlighted with a red mark to the left.

  • Hover over the mark to see the reason for the import failure.

A screenshot of an error message when uploading Leave data to RotaCloud. The CSV did not match one of the available Leave Types in the system.

  • Double-check that all column headings are included and accurate for each field.

  • Verify that dates and other required fields are entered in the correct format.

If you have any further questions or issues, please reach out to our support team for assistance.

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