Import Leave Entry with Daily Schedule through Roster

28-Jun-2022 · Wing Au Yeung
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Why import Leave Entry with Daily Schedule through Roster?

Sometimes, you may want to plan the leave together with the staff working schedule. But in Backstage, Shift and Leave are two things and they are separated. Although you have a shift AL, it does not mean a leave entry would be automatically created when you assigned an AL shift to the staff. You need to follow our format if you want to import Leave Entry with Daily Schedule through Roster.

How to import Leave Entry with Daily Schedule through Roster?

The steps for importing the Leave Entry through Roster are the same as importing the working schedule. Please take a look at the following page: Import daily schedule in batch to Roster

Just the format is slightly different. There are 2 formats for importing the Leave Entry through Roster import.

1. Add an extra rows with the row header "Leave"

  • Add an extra row "Leave" under Location Code/ Roster Code
  • Input the leave information(leave type code) in the corresponding date cells in the extra "Leave" rows
  • Import the file to Roster

You can download the import template here: rosterimport.xlsx

The followings are the possible values of the leave information for the different leave cases, AL is the leave type code:

Description
AL taking a Whole day AL
AL, taking a Half-day (AM) AL
,AL taking a Half-day (PM) AL
SL,AL taking a Half-day (AM) SL and a half-day (PM) AL
AL[[09:00-10:00]] taking AL for specific time: from 09:00 to 10:00

Below is the example:

  • Staff P0001-Chris take CL from 16:00-18:00 on 2 Jan 2022, whole day Day off(DO) on 3 Jan 2022, and morning AL, afternoon SL on 4 Jan 2022.
    Roster Name and Location code is optional
Roster Code RosterName 1/1/2022 2/1/2022 3/1/2022 4/1/2022
P0001 Chris 0900-1800 1000-1900 1000-1900 1300-2200
LocationCode HK HK HK HK
Leave CL[[1600-1800]] DO AL,SL

2. Combine Leave and Shift in one cell

  • Input the leave information(leave type code) in the corresponding date cells in the row you input the shift

The followings are the possible values of the leave information for the different leave cases, AL is the leave type code:

Description
AL|AL import shift AL with leave entry taking a whole day AL
AL|AL, import shift AL with leave entry taking a half day (AM) AL
AL|,AL import shift AL with leave entry taking a half day (PM) AL
0900-1800|SL,AL import shift 0900-1800 with leave entry taking a half day (AM) SL and a half day (PM) AL

Below is the example:

  • Staff P0001-Chris take CL from 16:00-18:00 on 2 Jan 2022, whole day Day off(DO) on 3 Jan 2022, and morning AL, afternoon SL on 4 Jan 2022.
    Roster Name and Location code is optional
Roster Code RosterName 1/1/2022 2/1/2022 3/1/2022 4/1/2022
P0001 Chris 0900-1800 1000-1900|CL[[1600-1800]] 1000-1900|DO 1300-2200|AL,SL
LocationCode HK HK HK HK

How to Delete the Leave Entry through Roster Import?

The staff working schedules would be changed and the staff may change to take another leave or no longer take leave on the day and you would like to update or delete the Leave Entry through Roster importing.

1. Change the Leave Type taken
  • Input the updated Shift and Leave Type code
    • e.g if the imported schedule and leave is 0900-1800|AL but change to take Day off, update the shift and leave to DO|DO
  • Enable the option "Delete all existing leave entry(s) on the date?" when importing the roster

2. Delete the Leave Entry

If you just want to delete the leave entries you have imported through roster but no new entry would be created

  • Update the shift with " | "
    • e.g if the imported schedule and leave is AL|AL, but would change to work on 0900-1800, then it would be changed from AL|AL to 0900-1800|
  • Enable the option "Delete all existing leave entry(s) on the date?" when importing the roster

What's Next

  • Check the staff Roster
  • Check the Leave Entry