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How to Upload Leave Balances (Bulk CSV)

If your payroll provider doesn't support automatic leave balance syncing, you can manually upload balances using a CSV or XLSX file.

Steps to Upload Leave Balances

  1. Navigate to the Leave page

  2. Click Upload Leave Balances in the toolbar (this option appears when no automatic payroll sync is available)

  3. Follow the three-step wizard:

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Step 1: File Upload

  • Drag and drop your file or click to browse

  • Supported formats: CSV, XLSX

  • Click Example Template to download a pre-formatted file to use as a starting point

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Step 2: Field Mapping

  • Map your file's columns to the required Timecloud fields:

  • Employee Payroll Code — Identifies which employee each row belongs to

  • Leave Type — The type of leave balance being updated

  • Balance — The balance amount

  • Units — Days or hours

  • A preview of the mapped data is shown below the dropdowns

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Step 3: Review

  • Review the data before confirming

  • Toggle between Valid rows and Invalid rows to check for errors

  • Error icons with tooltips highlight specific issues on each row

  • Click Next to confirm and upload

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After Upload

  • A success message shows how many balances were updated

  • Any skipped rows due to errors are also reported

  • Click Done to return to the leave page

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