SOURCE:    Vacation Tracker
TITLE:     How Can I Import My Leave Data into Vacation Tracker (Leave Data Import)?
URL:       https://vacationtracker.io/knowledge-base/how-can-i-import-my-leave-data-into-vacation-tracker-leave-data-import/
LANG:      en
PUBLISHED: 2023-12-22
UPDATED:   2025-06-10
READING:   2 min
SUMMARY:   If you’re new to Vacation Tracker, welcome! You may be looking for the option to import your leave information if you’re starting with Vacation Tracker mid-year. Or if you’re looking to consolidate your leave history/data in one place.

How Can I Import My Leave Data into Vacation Tracker (Leave Data Import)?

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Last updated on June 10, 2025

How Can I Import My Leave Data into Vacation Tracker (Leave Data Import)?

If you're switching from another tool or starting Vacation Tracker mid-year, the Leaves import lets Admins bulk-load existing leave history. Use the pre-built template or upload your own spreadsheet and map the columns.

Where to Find Bulk Uploads

The import lives under Workspace Settings → Bulk Uploads in the left menu. Only Admins see this option. The Bulk Uploads page shows four import cards:

  • Leaves — leave history (this article)
  • User Profile Data — Department, Location, dates, Employee ID, Birthday
  • Initial Brought Forward — starting brought-forward balances
  • Time Off in Lieu — approved TOIL events

Before You Start: Prep Checklist

Set up your workspace properly first — the import is only as accurate as the structure it lands in.

  • All Users you want to import for are active
  • Your Leave Types are configured (the import references them by exact name)
  • Your Locations are created and Users are assigned to them
  • Your Departments are created and Approvers are assigned
  • Your Holidays are imported into each Location

For each prerequisite:

How to Get to the Leaves Import

  1. Sign in at app.vacationtracker.io as an Admin.
  2. In the left menu, expand Workspace Settings and click Bulk Uploads.
  3. On the Bulk Uploads page, click View on the Leaves card.
  4. From there: click Download Template to use our pre-built file, or click Start Import if you've already prepared your own file.
Bulk Uploads page with the four import cards (Leaves, User Profile Data, Initial Brought Forward, Time Off in Lieu), each with a View button

Two Ways to Import

Use our template — easiest path. The template ships with the correct headers and column mapping already in place. Download it, paste your leave history into the rows, save, and upload.

Use your own file — for when you've already exported leave data from your old HRIS or PTO tool. Your file must have a header row, and you'll need to map each of your columns to a Vacation Tracker field during the upload.

Either way, see the dedicated guides for the full walkthrough:

No notifications
When you import leaves, the affected Users are not notified. The leaves appear silently in their history.
Auto-approved on import
The page itself 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 — those require manual handling.
Beyond leaves
Brought-forward balances and TOIL events have their own dedicated imports — see the cross-links below.

What's Next?

Import Using Our Template Import Using Your Own File Import Brought Forward Balances
Need help?
Contact our Support team via email or chat, Monday to Friday, 9 AM – 5 PM EST.

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