HRStop

How-to

Import and export leave balances

Last updated August 31, 2026 · Tushar Agarwal

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HRStop lets you efficiently bulk upload and export employee leave balances through CSV files—eliminating the need for manual data entry.

How to import leave balances

Follow these steps to upload leave balances in bulk:

  1. Go to: Control Panel → Leaves → Balance.
  2. Click the dropdown arrow beside the Manually Adjust button on the action bar.
  3. Select Import Leave Balance.
    A new page opens with upload options.
  4. Read the instructions on the right-hand side of the screen.
  5. Download the Sample CSV file provided.
  6. Edit the file with accurate leave balance data for each employee.
  7. Upload the edited file in the Upload File field.
  8. Select the Transaction Type from the available options:
    • Uploaded
    • Manually Adjust
    • Payroll Adjusted
  9. Click the Upload button.
  10. Once uploaded:
    • A success message appears.
    • Scroll down to check for any rejected entries.
    • Rejection reasons will be listed under the Reason column.

Note: All valid changes are reflected instantly in the system.

How to export leave balances

  1. Go to: Control Panel → Leaves → Balance.
  2. Use filters to refine your search if needed.
  3. Click the dropdown beside the Filter button.
  4. Select Export.
  5. A CSV file named LeaveBalance.csv containing the filtered data is downloaded.

Frequently asked questions

What does each transaction type mean when importing leave balances?

While importing leave balances, you must select a Transaction Type that defines the purpose of the balance adjustment.

Available transaction types

  1. Uploaded
    Used when uploading leave balances in bulk via CSV. Typically selected for first-time imports or system migrations.
  2. Manually Adjust
    Used for direct manual adjustments done through the interface (without using a CSV file).
  3. Payroll Adjusted
    Used when leave balances are being synced or adjusted based on payroll calculations.

How to select it

  • After uploading your CSV file, choose the appropriate Transaction Type before clicking Upload.
Why was my leave balance upload rejected?

A leave balance upload may be rejected due to several data or formatting issues.

Steps to identify and resolve rejections

  1. After uploading the file, scroll down on the Import Leave Balance page.
  2. Rejected entries are displayed in a table.
  3. The Reason column explains the cause (e.g., "Invalid Employee ID", "Incorrect Leave Type", "Missing Fields").

Common reasons for rejection

  • Employee ID does not exist or is inactive.
  • Leave Type is incorrect or not configured in the system.
  • Required fields are missing in the CSV.
  • CSV file structure was altered.

Fix and re-upload

  1. Correct the errors in your original file.
  2. Save the corrected file as .csv.
  3. Repeat the import process with the updated file.