If there are missing or incorrect leave records, you can manually import them to SeaTalk. You can only make changes to leave records as of the current month in the current leave year. 
To make minor adjustments to an employee’s leave balance, learn how to adjust an employee’s leave balance.

Please note: you can only import leave balance for leave types with the Periodical balance release setting. For leave types with the No balance, just track taken balance release setting, you can only import leave taken. 

Permissions Needed

• Leave Summary permission

Before you start

• Set up your departments and employees.
• Set up your leave system.
• Identify the employee balances you want to update.

1.Download the template for import

Before you can download the template, you must select the departments and specific employees whose balances you want to import. 

A template will then be generated with a list of employees in the selected departments, the leave types they are entitled to in their respective leave policies, their current leave balance, leave taken, and carry over leave for each leave type. 

To download the template:

• In the SeaTalk Admin Center, navigate to Application > Leave & Attendance.
• In the left panel, click Leave Summary. 
• In the upper right, click Update Balance. 
• In the Step 1 section, click Select employee & export balance details. 
• In the dialog box: 
  • On the left, select the checkboxes next to the departments or specific employees whose balances you want to import. They will be included in the exported template.
  • To locate employees in a sub-department, locate its parent department and click Subordinate to its right. You can select the checkboxes next to the sub-department or specific employees. 
  • To locate a department, sub-department, or specific employees, use the search box and enter the name of the department, sub-department and employees.
  • In the right panel, you can click the cross icon to unselect a department or specific employees. 
  • To reverse all changes, click Unselect All in the upper right. 
• Once the department and employees you want are added to the right panel, click Export. This will prompt a download of a .XLSX file.
• Download and open the file. You need to add in balance information to this template file for import.

2.Set up your import file

In the template spreadsheet, you can view instructions and details on each employee. Each employee row will have blank cells for your employees’ leave balance, leave taken and carry over leave according to the leave types they are assigned to. 

Enter the leave details you want to import in the template and save the file. Before entering leave details, ensure that you’ve learned how to understand an employee’s leave details.

For your leave records to be imported: 

• Your employee must have an organization join date. 
• Your employee must be assigned to a leave policy. 

Guidelines on entering information: 

• In the Balance column, enter the remaining leave days your employees are entitled to take leave for each leave type. Only positive numbers are allowed (e.g., 3.5, 10). This number will overwrite the existing balance they have for the rest of the period. 
• In the Taken column, enter the total leave days taken by your employees for each leave type in the current period. Only positive numbers are allowed (e.g., 3.5, 10). 
• In the Carry Over column, enter the leave days brought forward from the previous period your employees are entitled to use for each leave type. Only positive numbers are allowed (e.g., 3.5, 10).

Please note: the number of Taken and Carry Over leave days are for record-keeping and will not affect the number of leave days in the Balance column. The number in the Balance column will be imported as the remaining leave days the employee can use in the current period. 

3.Import your leave balance

Once you’ve saved your leave information in the import file: 

• In the SeaTalk Admin Center, navigate to Application > Leave & Attendance.
• In the left panel, click Leave Summary. 
• In the upper right, click Update Balance. 
• In the Step 2 section, click Browse and select your import file. 
• Click Import. 
• View how many rows were imported successfully and how many failed to import. If there were errors, click Click to download failed data and download the .XLSX file. In the file, reasons for the error will be added as comments.
• Click Go to Check and you’ll be redirected to the Balance Details tab with the imported leave details.