How-to
Import leaves taken (bulk leave application for employees)
On this page
As an admin, HRStop allows you to import and apply leave entries in bulk for multiple employees. This feature is especially useful when:
- You’re migrating data from an external system,
- Recording past leave entries,
- Regularizing offline leave requests for multiple employees,
- Or applying approved leaves retroactively.
Using the Import option ensures efficiency, accuracy, and compliance with leave management policies.
Steps to bulk apply leaves using the Import option
Step 1: Navigate to the leave management section
- Go to Control Panel → Leaves → Employees.
Step 2: Access the Import feature
- On the Employee Leaves page, click the dropdown arrow next to the “Apply Leave” button.
- Select “Import” from the dropdown options.
Step 3: Download the sample CSV file
- Click “Download Sample CSV”.
- Open the file and fill in the required information for each leave entry.
Step 4: Fill in the required fields in the CSV
| Field | Description |
|---|---|
| Employee Email / Code | Email ID or employee code for identification |
| Leave Type | The leave category (e.g., Annual Leave, Sick Leave) |
| From Date / To Date | Start and end date of the leave |
| Duration | Number of days taken |
| Reason | Reason for the leave |
| Status | Leave status (Pending or Approved) |
| Approver Email | (Optional) Email of the manager or approver if applicable |
Step 5: Upload the completed file
- Return to the Import section.
- Upload the completed CSV file.
- Select the date format used in your file (e.g., DD/MM/YYYY).
- (Optional) Enable “Send Notification” if you want leave notifications sent to employees or managers.
If you’re bulk-uploading only for record purposes (e.g., backdated entries), you can leave notifications disabled.
Step 6: Review and upload
- Click “Review and Upload”.
- The system validates and processes the file.
- Upon successful upload, the leaves are applied to the selected employees.
Use cases for bulk leave import
- Data migration during HRMS onboarding
- Applying past or manually tracked leaves
- Year-end leave adjustments
- Uploading leave records for contract/project teams
Frequently asked questions
Do I have to send notifications when importing leave data?
No.
You can uncheck the “Send Notification” option during the import process if:
- You are importing historical or administrative leave records
- You want to avoid email notifications for bulk uploads
This is ideal when you upload leaves silently for record-keeping or system updates.
What happens if the uploaded leave file has errors?
If your CSV contains errors (e.g., invalid dates, missing fields, incorrect emails):
- The system flags the errors during the Review and Upload stage.
- You can download an error report, correct the mistakes, and re-upload the corrected file.
Always use the sample CSV template provided by HRStop to avoid formatting issues.
Is the approver email mandatory in the CSV file?
Only if:
- The leave status is “Approved” AND
- Your workflow requires approver tracking.
For “Pending” leave entries:
- The Approver Email field can be left blank.
- Once imported, approval follows the normal leave workflow.
Use correct email formats and valid approver IDs to avoid rejection during import.