This guide explains how to import historical leave data into JustLogin. This is ideal when an administrator needs to upload leave records that were approved externally (outside JustLogin) or approved prior to using JustLogin.
Important: The import process does not validate Off Days, Rest Days, or Public Holidays. Before preparing your import file, remove any leave records that fall on these days. Additionally, this import applies to approved leave records only — cancelled and rejected leave records must be excluded from the file. |
Before You Begin
Make sure the following prerequisites are met before starting the import:
- All employees whose leave records you are importing must already have a User ID in the system.
- Leave balances and entitlements for all staff must be set up in advance.
- Only approved leave records should be included — exclude cancelled and rejected records.
- Remove any leave records falling on Off Days, Rest Days, or Public Holidays.
- Ensure there are no overlapping leave dates for the same employee.
Step-by-Step Guide
Step 1: Navigate to Import Leave Records
- Log in to your JustLogin account.
- Go to
.
- Click
.
- Select the
tab.
Step 2: Download the Template
- Click
to download the Excel template.
- Open the file — it contains sample data as shown below:
Step 3: Complete the Template
Fill in the template using the guidelines below. The import file must be in .xls or .xlsx format.
Required Column Headers
Note: Column headers must not be changed. Use the exact names as listed below. |
| Column Header | Description |
|---|---|
| UserID | The employee's User ID. Must already exist in the company account. |
| From date | Start date of the leave. For a full-day leave, this must be set to AM. |
| To date | End date of the leave. For a full-day leave, this must be set to PM. |
| No. of days | Total number of leave days taken. |
| Leave Type | Must match the exact spelling of the leave type as defined in your Leave Type settings. |
| AO User ID | User ID of the Approving Officer. |
| RO User ID | User ID of the Reporting Officer. Not required if your company does not use ROs. |
A completed template should look similar to this:
Reminder: Ensure there are no overlapping leave dates for the same employee within the file. |
Step 4: Upload the File
- Save the completed template to your computer.
- Return to the Import Leave Records page and click the Upload File field.
- Select the completed file from your computer.
Once the correct file is selected, you will see a confirmation indicator:
Step 5: Run the Import
- Click the
button to begin the import process.
- The system will process your file and display the results on the next page.
Import Results
Successful Import
If all records are imported successfully, you will see a Success status against each record:
Failed Import
If any records fail to import, an error message will be displayed explaining why each record failed. Correct the issues in your import file and try again. You can also download an error records file for reference:
Reviewing Imported Leave Records
Once the import is complete, you can verify the uploaded records by navigating to:
Leave >> Reports >> Leave Query
Make sure to select the correct From and To date filters when generating the Leave Query report.
For more information on Leave Reports, refer to: Leave Reports Guide