In this article you will learn:
1. What do I need to keep in mind when importing absences?
This function is only available to administrators of an organization.
To import absences, you must always specify a time period (e.g. a month/quarter) in which the data is supposed to be imported. All absences entered for your resources are overwritten in this time frame to avoid conflicts and double bookings. Therefore, make sure that you always create the Excel table with the complete information of all resources.
Absences that were entered before the specified time window or that start here are not changed. For example, a holiday from 27.09.2023 to 10.10.2023 for the period October would not be overwritten.
2. How do I prepare the import of absences?
Download this Excel spreadsheet as a template: : Download
Use one column per absence entry in the Teamboard
Make sure that the email address you enter is the same as the one used by your resource in Allex
Tip: You can download the member list in Allex, see: How do I export an organisation's member list?
Enter the absence type. Use one of the following options:
Vacation
Absent
Overtime reduction
Training
Parental leave
Others
Active duty
Blocked
Inventory
Maintenance
Preparation
Reserved
Service
Short-time working planned
Short-time working released
Please enter the start and end date of an absence in ISO 8601 format (example: 20YY-MM-DD) or format the data in Excel
The hours per day correspond to the options in Allex: 0.5h, 1h, 1.5h, 2h, ... 7.5h, 8h, 24 h (=all day)
Here you will find four different examples of how to fill the table:
Save the Excel table as a CSV file
3. Where do I upload the absences and how do I receive feedback on this action?
Open the Resource settings tab in the settings of your organization and enter the period in which you would like to import the absences.
Now upload the CSV file and click on the Import button.
In the next step, you will receive feedback by email. There are three different notifications:
All absences have been successfully imported.
Some absences were successfully imported, but individual entries (rows) could not be included. You will find an error message for each entry. If necessary, you can edit these in the Excel spreadsheet and upload the CSV again.
Import failed means that the entire CSV file could not be read. Please check the error message here and try again.