Importing Attendance Days
The system allows you to manually import attendance days for employees from a CSV file, including the daily status, sign-in and sign-out times, and leave types.
Before You Begin
Make sure you have the “Calculate Daily Attendance” permission in your assigned role.
Steps to Import Attendance Days
- From the main menu, click “Attendance.”
- Click “Attendance Days.”
- Click the “Import File” button.
- Click “Download Sample” to review the correct file format before you begin.
- Prepare your CSV file and make sure it contains the following columns:
- Employee (Required): Enter the employee’s username or auto-number.
- Date (Required): Enter the date in the same date format configured in the system.
- Status (Required): Enter one of the three supported statuses:
present,leave, orabsent. - Leave Type (Required when status is “leave”): Enter one of the leave types added in the system.
- Leave Count (Optional): Enter the leave day count such as
0.25,0.5, or1. If left empty when a leave type is selected, the value defaults to 1. - Sign-In (Required when status is “present”): Enter the sign-in time.
- Sign-Out (Required when status is “present”): Enter the sign-out time.
- Select the prepared file then select its format:
- Comma Separated
- Semicolon Separated
- Tab Delimited
In most cases, Comma Separated is the appropriate format.
- To import the first row of the file, enable the “Import the first row of the file” option.
- Click the “Next Step” button.
- If you want to skip rows that contain errors and continue importing the valid rows, enable the “Skip errors during the import process” option.
- Click the “Import” button at the top of the screen.
- The system displays a summary of the days successfully imported and any rows that encountered errors.
Validation Messages
| Situation | Message |
|---|---|
| Employee not found in the system | You should enter an employee that has already been added to the system. |
| Inactive employee | You entered an inactive employee in row #number. |
| Invalid status | You should enter one of the following statuses: “present, leave, or absent” in row #number. |
| Leave type not found | You should enter a valid leave type that is already added in the system. |
| Inactive leave type | You entered an inactive leave type in row #number. |
| Empty sign-in with “present” status | You cannot leave the sign-in empty for row #number as the status for the day is marked as present. |
| Sign-in entered with “leave” or “absent” status | You should remove the sign-in from row #number when the status of the attendance day is set to “leave” or “absent.” |
| Sign-in entered with leave count | You should remove the sign-in from row #number, as you have already entered the leave count for the attendance day. |
| Empty sign-out with “present” status | You cannot leave the sign-out empty for row #number as the status for the day is marked as present. |
| Sign-out entered with “leave” or “absent” status | You should remove the sign-out from row #number when the status of the attendance day is set to “leave” or “absent.” |
| Sign-out entered with leave count | You should remove the sign-out from row #number, as you have already entered the leave count for the attendance day. |
| Day already in an approved attendance sheet | You cannot import the attendance day in row #number, as it is already included in an approved attendance sheet. |