We now offer the ability to Import and Export time off balances as well as edit them directly in Hubstaff from your account. If your team members have existing time off hours from work they performed outside of Hubstaff, this guide will show you how to add those hours in to start them off with the correct amounts. It will also allow you to manually change hours, if needed.
Table of Contents:
Group balances
Individual balances
Editing balances manually
Group balances
Step 1
Start by clicking on Settings > Features then navigate to the Time Off tab.
Step 2
Select Time off balances from the choices (1) and then choose the members (2) you wish to edit. Finally, click on Batch Actions (3).
Step 3
Within the batch actions, click on Edit.
Step 4
A dialog box will open, and you will be able to choose the policy you are changing the time for as well as if you are wanting to add to the balance or replace the existing balance.
Example showing the Add to balance option (You can also enter a negative number if you wish to subtract from their current balance):
Example showing the Replace balance option:
Step 5
Once you click Save, we will ask you to confirm the changes, click OK to confirm.
Individual balances (specific member)
Step 1
Start by clicking on the balance showing next to a member’s name:
Step 2
A popup box will appear, allowing you to change the number of hours. You will also need to input a reason for the change and then click Apply.
Exporting time off balances
Step 1
You can also export hours to a file (CSV or XLS). Check the box on any members you wish to include in the export and then click Export and make your selection.
Step 2
This is how the exported file will look:
Importing time off balances
We support CSV and XLS formats and the import file must contain the following fields, typed out exactly as is here: “User email”, “Policy name”, “Balance”.
The “User email” should be exactly the email of the user from the system
The “Policy name” should be the exact name of the policy, case sensitive.
The “Balance” is expressed in hours and it supports the following formats: “hh:mm”, “h”, “hh”, “h.d” (d-decimal). Examples: “16:30”, “16”, “16.5”
Step 1
Click on Import:
Step 2
You will then need to click on Choose File in order to pick the file you are wanting to import. Clicking the Download spreadsheet template will provide a sample file containing all the necessary table headers and if there are time off balances in the system, it will contain all of the time off balances. Replacing the balances in the file and re-importing them would replace the existing balances in system with the data from the file.
During the import, the users will be automatically associated to the policy they have data to, this way it is not necessary to make the associations manually before importing new time off balances.
The import will not proceed if a user email or a policy does not exist in the system or if the balance is not in the aforementioned formats.
Step 3
Select the file you wish to upload and press Open (this is an example from a Microsoft Windows based system, it will vary):
Step 4
When the file uploads, the name will appear at the top. Enter a reason for why you are altering the hours and then click Import.
Step 5
You will then see the changes presented for you, if everything is correct, press Confirm.
A message stating that the time off balances were updated will appear:
