Last updated on March 11, 2026
How Do I Import Time Off in Lieu Balances?
If your team earns Time Off in Lieu (TOIL) for the extra hours or days they put in, you can bulk-import those approved TOIL events into Vacation Tracker. The import takes one row per TOIL event with start and end dates — same shape as a regular leave import.
What Gets Imported
This is an import of approved TOIL leaves, not a one-time balance number. Each row is a TOIL event tied to a User, a Leave Type, and a date range (or date + time range for partial days). All imported records are recorded as Approved.
Before You Start
Only Admins can run this import. Make sure these are in place first:
Steps
- 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 Time Off in Lieu card.
- Click Download Template to grab a file with the correct headers.
- Open the template, fill in one row per TOIL event, and save.
- Back on the Time Off in Lieu page, click Start Import.
- Walk through the wizard: drop or select your file → Select header row → Match Columns → Validate data → Confirm.
Required and Optional Fields
| Field | Required | Notes |
|---|---|---|
| Mandatory | The User's email — must match Vacation Tracker. | |
| Leave Type | Mandatory | Exact name of the TOIL 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 TOIL. Applies only to requests less than one full day. |
| 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 | Free-text reason for the TOIL. |
| Approver Email | Mandatory | Email of an existing Approver on the User's Department. |
The 4-Step Wizard
Once you click Start Import:
- Time Off in Lieu — drop your file or click Select file. Accepts
.xlsx,.xls,.csv. - Select header row — confirm the first row of your file is the header.
- Match Columns — map your file's headers to Vacation Tracker fields. With our template, columns match automatically.
- Validate data — fix any rows the wizard flags in red, then click Confirm.
All imported records are approved
The page shows the warning "Leave status will be set to 'Approved' for all leaves you import." — there's no separate review step.Granting future TOIL one User at a time
If you only need to add TOIL for a single User after this initial import, use Add TOIL on their User profile rather than re-running this bulk flow. See How Do I Add TOIL for a User?
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