SOURCE:    Vacation Tracker
TITLE:     Data Import: Importing Leave Data Using Your Own File
URL:       https://vacationtracker.io/knowledge-base/data-import-importing-leave-data-using-your-own-file/
LANG:      en
PUBLISHED: 2023-12-22
UPDATED:   2026-02-13
READING:   2 min
SUMMARY:   If you’re looking to use our Import option but looking to use your own file (not using our templated format) you can do so by using the following the steps below.

# Data Import: Importing Leave Data Using Your Own File

# 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

FieldRequiredNotes

EmailMandatoryThe User's email — must match Vacation Tracker.

Leave TypeMandatoryExact name of the Leave Type as configured in your workspace.

Date FromMandatoryFormat: YYYY-MM-DD

Date ToMandatoryFormat: YYYY-MM-DD

Is Half Day / HourlyOptionalFor partial-day leave.

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.

Excel cell formatting

If your Employee IDs or other fields start with leading zeros, format those Excel cells as Text before pasting in values — otherwise Excel silently strips the leading zeros.

## 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.

- Skip Download Template (you're using your own file) and click Start Import.

- The 4-step wizard opens.

![Match Columns step of the import wizard with Vacation Tracker fields on one side and your file's headers on the other, ready to be mapped](https://cms.vacationtracker.io/uploads/helpdesk_artikal_data_import_importing_leave_data_using_your_own_file_first_image_place_6a2161d9c0.png)

## 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:

- Fix bad rows directly in the wizard, then continue.

- Exit, fix the source file, and re-run the import.

When everything is green, click Confirm to start the import.

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.

When to switch to the template

If your file has a lot of edge cases or unusual columns, copy-pasting your data into our template is often faster than mapping headers manually each row.

### What's Next?

Use Our Template Instead (https://vacationtracker.io/knowledge-base/data-import-importing-leave-data-using-our-template/)
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.