SOURCE:    Vacation Tracker
TITLE:     Data Import: Importing Leave Data Using Our Template
URL:       https://vacationtracker.io/knowledge-base/data-import-importing-leave-data-using-our-template/
LANG:      en
PUBLISHED: 2023-12-22
UPDATED:   2026-02-13
READING:   2 min
SUMMARY:   If you’re looking to use our Import option and using our template (which you can download on the Import page) you can do so by using the following steps below.

# Data Import: Importing Leave Data Using Our Template

# Data Import: Importing Leave Data Using Our Template

The Vacation Tracker import template ships with the correct headers and column mapping pre-built. Download it, fill in your historical leave data, and upload — the import wizard walks you through validation in four short steps.

## File Format

The Bulk Uploads page accepts .xlsx, .xls, or .csv files directly — there's no separate format picker. Both Excel and CSV go through the same wizard.

The import page itself describes it like this: "You can import a file in Excel or CSV format. Use our template or your own file and map the required columns—no need to modify large files if they're ready."

## Required and Optional Fields

FieldRequiredNotes

EmailMandatoryThe User's email — must match Vacation Tracker.

Leave TypeMandatoryExact name of the Leave Type (e.g. Vacation, Sick Leave, Unpaid Leave). Must match a Leave Type configured in your workspace.

Date FromMandatoryFormat: YYYY-MM-DD

Date ToMandatoryFormat: YYYY-MM-DD

Is Half Day / HourlyOptionalFor partial-day leave. Applies only to requests less than one full day.

Hour FromConditionalFor half-day or hourly only — start hour.

Minute FromOptionalStart minute: 0, 15, 30, 45.

Hour ToConditionalFor half-day or hourly only — end hour.

Minute ToOptionalEnd minute: 0, 15, 30, 45.

ReasonMandatory or optionalDepends on the Leave Policy settings for that Leave Type.

Approver EmailMandatoryEmail of an existing Approver on the User's Department.

## Steps to Import

- Sign in at app.vacationtracker.io (https://app.vacationtracker.io/signin) 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.

- Click Download Template.

- Open the template, fill in your leave history (one row per leave), and save.

- Back on the Leaves page, click Start Import — the wizard opens.

![Leaves import page showing the Download Template and Start Import buttons, with the warning banner that all imported leaves will be set to approved status](https://cms.vacationtracker.io/uploads/helpdesk_artikal_data_import_importing_leave_data_using_our_template_first_image_place_7ac72d1283.png)

## The 4-Step Wizard

### 1 — Leaves

Drop your file or click Select file to upload. Accepts .xlsx, .xls, or .csv.

### 2 — Select header row

The system selects the first row by default. Confirm it's correct (it will be, with the template) and click Next.

### 3 — Match Columns

Map each header from your file to a Vacation Tracker field. With the template, the columns will match automatically — click Next.

### 4 — Validate data

The wizard flags errors row by row — wrong email addresses, Leave Types that don't exist, malformed dates. Either:

- Edit the bad rows directly on this screen and continue, or

- Exit, fix your file, and start the import again.

When the data looks clean, click Confirm — the import begins.

All rows are auto-approved

The Leaves import page shows the warning "Leave status will be set to 'Approved' for all leaves you import." To import declined, pending, or expired requests, contact our Support team.

No notifications

Imported leaves do not trigger notifications to the affected Users.

Keep using VT during import

You can keep working in Vacation Tracker while the import runs in the background. To check completion, open any User's profile — all imported leaves appear at once when the job finishes.

### What's Next?

Use Your Own File Instead (https://vacationtracker.io/knowledge-base/data-import-importing-leave-data-using-your-own-file/)
Leave Data Import Overview (https://vacationtracker.io/knowledge-base/how-can-i-import-my-leave-data-into-vacation-tracker-leave-data-import/)
Import Brought Forward Balances (https://vacationtracker.io/knowledge-base/how-do-i-import-users-initial-brought-forward-balances/)

Need help?

Contact our Support team via email (mailto:hello@vacationtracker.io) or chat (#), Monday to Friday, 9 AM – 5 PM EST.