WFM UK | HR UK: Data Imports - Non-Calculated Holiday Values

Overview

The Non-Calculated Holiday Values import allows administrators to update the Days Allowed value for employees in bulk using a CSV file upload. Rather than updating each employee record individually, this import enables non-calculated holiday values to be assigned or updated across multiple employees in a single operation.

The template requires just two fields per record: the employee number and the Days Allowed value to be applied. Once processed, the import will update the Days Allowed field found within the Employment Status section of each applicable employee's Employment Details. Please note that uploaded values will be rounded up to the nearest half-decimal or whole number. For example, a value of 16.43 will round to 16.5, and a value of 16.58 will round to 17.

This import applies only where holiday allowance is not being calculated by the system. Records will not be processed where the Is Holiday Allowance Calculated setting is enabled, either at a global level or on the individual employee's Employment Details, or where the employee's employment type is set to Flexible or Casual.

Any validations that apply when updating holiday values directly within the system are also enforced during the import process. Full details of these validations, along with file formatting requirements and field guidance, are covered in this article.

Contents

• User Access Permissions
• Downloading & Populating the CSV Template
• Uploading the Data
• Appendix
  • Upload Validations
  • Filtering the Results Table

User Access Permissions

Before a user can have access to this specific import, they must also have access to the 'Data Imports' page itself. To allow access and control which type of upload a certain user can perform:

• Using the side menu, go to HR > Users > Assign User Access > search for and select the required Employee
• Select User Profile from the top-right corner
• Locate the new 'Data Imports' permission group
• To allow access to the new menu option in the HR module, tick Data Imports
• Then, tick the box(es) for any import type for the user to have access to. In this case, select Non-Calculated Holiday Values batch upload

These individual permissions can also be applied to User Access Templates:

• Using the side menu, go to HR > Users >Templates
• Create A New Template or select an existing one
• Select Assign Permissions

• Within the pop-up, select Data Imports
• Select the permissions required to be added for the template and Save
  • Note: As above, the Data Imports permission is required for users to access the imports page

These templates can then be assigned to each user to update multiple permissions at once, rather than individually:

• Using the side menu, go to HR > Users > Assign User Access > search for and select the required Employee
• Select User Profile from the top-right corner
• Select the Access Template, and then Apply

Downloading & Populating the CSV Template

With permissions now applied, users can access the Data Imports page and the individual imports where access is applied.

• Using the side menu, go to HR > Administration > Data Imports
• Select an Upload Type, which in this case is Non-Calculated Holiday Values
• Select Download CSV Template

The CSV Template will look like this, with the following column headers and the individual field validations:

Please note: More information on wider upload validations is available in the appendix.

• Populate and save the template, ensuring it remains as a CSV file type

Uploading the Data

• Using the side menu, go to HR > Administration > Data Imports
• Select an Upload Type, which in this case is Non-Calculated Holiday Values
• Load in the template saved earlier, and select an If Validation Errors Occur option:
  • Cancel Upload - even if just one error, the entire file will not upload and will be cancelled
  • Continue with Upload - all successful records in the template will load into the system, whilst the rejected ones will not
• Select Upload

Once the upload has been processed, a table will be displayed within the same page, detailing the status of each change in the upload.

A successful row will show Record Processed Successfully under 'Status', and an unsuccessful row will show Record Validated with Errors, with the reason detailed under 'Error Description'.

• Correct any erroneous data and reattempt the upload, noting that;
  • If Continue With Upload was selected, successful records will update the data in an employee's record. When re-completing the upload, exclude successful records
  • If Cancel Upload was selected, then no records will be processed, and all records, including successful ones, should be included in the re-completed upload

Please note: More information is available in the appendix around filtering the results table, especially helpful if the import features a lot of data.

Once the upload has been completed, the following data will be updated:

• HR > Employees > Employee List > Select Employee
• From the employee side menu, select Employee Info > Employment Details 
• Under the Employment Status section, the Days Allowed field will be populated with the uploaded value

Appendix

Upload Validations

The following validation rules are applied when processing a Non-Calculated Holiday Values import. Any records that fail validation will return an error and will not be processed.

File & Employee Validations

• Missing Employee Number: Employee number is required on every row and cannot be left blank
• Duplicate Employee Number: The same employee number appears more than once in the file. Each employee should only have one record per import
• Missing Days Allowed: Days Allowed is required on every row and cannot be left blank
• Employee Not Found: The employee number provided does not match an existing employee record Ensure the employee number is correct before retrying
• Invalid Employment Type: The employee exists, but their employment type is not set to Full Time or Part Time. This import cannot be used for Flexible or Casual employees

Setting Validations

• Global Holiday Allowance Calculated Setting Enabled: The global setting for Is Holiday Allowance Calculated is enabled. Where this setting is active, holiday allowance is calculated automatically and cannot be overridden via import
• Employee Holiday Allowance Calculated Setting Enabled: The individual employee record has Is Holiday Allowance Calculated set to enabled. As with the global setting, allowance cannot be set manually where this is active

Warnings

• Value Rounded: The Days Allowed value provided is not a whole number or a 0.5 increment and has been automatically rounded up to the nearest half or whole number. This is a warning only and the record will still be processed successfully

Filtering the Results Table

Once an import has been processed, the results table provides filtering options within the column headers, allowing records to be narrowed down by success or failure status, as well as by specific error descriptions. The full results table can also be exported to Excel or CSV if required: