Last updated on February 13, 2026
Data Import: Importing Leave Data Using Your Own File
Already have a leave history export from your old HRIS or payroll tool? You can upload it directly. The same four-step wizard runs — you'll just spend an extra moment in step 3 mapping your headers to Vacation Tracker fields.
File Format
Accepted file types: .xlsx, .xls, .csv. The import has no separate format picker — it handles all three through the same wizard.
Your file must include a header row. Column names don't need to match Vacation Tracker's; you'll map them in step 3.
Required and Optional Fields
| Field | Required | Notes |
|---|---|---|
| Mandatory | The User's email — must match Vacation Tracker. | |
| Leave Type | Mandatory | Exact name of the Leave Type as configured in your workspace. |
| Date From | Mandatory | Format: YYYY-MM-DD |
| Date To | Mandatory | Format: YYYY-MM-DD |
| Is Half Day / Hourly | Optional | For partial-day leave. |
| Hour From | Conditional | For half-day or hourly only — start hour. |
| Minute From | Optional | Start minute: 0, 15, 30, 45. |
| Hour To | Conditional | For half-day or hourly only — end hour. |
| Minute To | Optional | End minute: 0, 15, 30, 45. |
| Reason | Mandatory or optional | Depends on the Leave Policy settings for that Leave Type. |
| Approver Email | Mandatory | Email of an existing Approver on the User's Department. |
Steps to Import
- Sign in at app.vacationtracker.io as an Admin.
- In the left menu, expand Workspace Settings and click Bulk Uploads.
- On the Bulk Uploads page, click View on the Leaves card.
- Skip Download Template (you're using your own file) and click Start Import.
- The 4-step wizard opens.
The 4-Step Wizard
1 — Leaves
Drop your file or click Select file.
2 — Select header row
The first row is selected by default. Confirm it's the actual header row in your file (not a title or blank line).
3 — Match Columns
This is where your work differs from using the template. Vacation Tracker shows a list of required fields on one side and your file's headers on the other. Map each one.
If your column names don't match by default, review every required field carefully.
4 — Validate data
The wizard flags problem rows in red. Hover over a red field to see why it failed — typical reasons: the email isn't in Vacation Tracker, the Leave Type name doesn't match, the date is malformed.
Two paths from here:
When everything is green, click Confirm to start the import.
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