--- title: "How to import Leave" slug: "how-to-import-leave" updated: 2025-12-18T20:08:09Z published: 2025-12-18T20:08:09Z canonical: "knowledgejems.jemini.com/how-to-import-leave" excludeFromExternalSearch: true --- > ## Documentation Index > Fetch the complete documentation index at: https://knowledgejems.jemini.com/llms.txt > Use this file to discover all available pages before exploring further. # How to import Leave ## Use leave import to add approved leave records in bulk for employees The leave import option is useful when you're migrating approved leave from another system, setting up historical leave records, or importing future leave that's already been arranged with employees. > [!NOTE] > Before you begin > > Make sure you have: > > - Employees set up in Jemini with their employment records > - Leave plans assigned to the relevant employees > - Knowledge of the leave dates and durations you're importing > - Import permissions enabled in your security profile > > If you're unsure about leave plan assignments, ask your Jemini support consultant. --- ## Preparing your leave file Ask your Jemini support consultant for the leave CSV template. The template looks like this: ![Leave template showing column headers](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image(271).png) **NOTE:** This screenshot shows the general look of the template but might not be the latest version. The template has notes in a second tab. Use this tab to check the rules and recommendations for each field. ![Leave Notes tab showing field descriptions](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/image-1763949592997.png) **NOTE:** This screenshot shows the general look of the template but might not be the latest version. ### Required vs optional fields #### Required fields Every row must include: - **Jemini ID:** The employee number (For example, EMP001). If the employee has multiple employments, you'll also need the Employment Occupancy UUID. - **Leave Plan Name:** The name of the leave plan (For example, Annual Leave, Personal Leave, Long Service Leave). - **Start Date:** The first day of the leave period. Use formats like dd/MM/yyyy or yyyy-MM-dd. - **End Date:** The last day of the leave period. Use formats like dd/MM/yyyy or yyyy-MM-dd. #### Optional and conditional fields The template will indicate which of the remaining fields are optional or mandatory, depending on the leave type and employee work patterns. Leave fields blank if they don't apply to your leave record. To learn more, refer to [**Preparing your CSV file**](/support/docs/import-getting-started#preparing-your-csv-file). ### Save the file in CSV format When you’re ready to save the file, make sure the correct tab is open in Excel. 1. In Excel, go to **File > Save a Copy**. 2. Select **CSV (Comma delimited) (*csv)** from the file type dropdown list. 3. Select **Save**. 4. A message will appear about not supporting workbooks with multiple sheets. Select **OK** to save only the active sheet. Now you’re ready to import your data into Jemini. --- ## How to import your data ### Uploading your file 1. Go to **System > Import**. 2. Select the **Leave** card. 3. Set the **CONTAINS HEADER ROW** toggle to **Yes** or **No**. - Set it to **Yes** if you’ve used the template – your file has a header row. - Set to **No** if your file doesn’t have a header row. 4. Drag and drop your files into the box on screen or use the **Select a file from your computer** button and find your prepared CSV file. - When dragging and dropping, make sure the box border turns light blue before you drop the file. Jemini will process your file and show you a preview. ### Reviewing the preview The preview shows each row from your file with validation results. **Check for errors:** Red indicators show errors that you must fix before importing. **Check for warnings**: Orange indicators show potential issues that don't prevent the import. You can filter the preview to show all records, errors only, or warnings only. If you see errors, cancel the import by selecting the red **X** button, fix the issues in your original file, and upload again. If you see warnings, either cancel the import and upload your updated file, or acknowledge the warnings. For more on import errors and warnings, refer to [**Checking your data before it imports**](/support/docs/import-getting-started#checking-your-data-before-it-imports). ### Completing the import Once you're happy with the preview: 1. Select the **Green Tick Button** to continue to confirmation. 2. Select **Go ahead**. Jemini processes the records in the background. When complete, you'll see a success message. ### Verifying your import After importing: - Go to the employee's Leave screen to check the leave records appear correctly. - Review the leave dates and durations to confirm they're accurate. - Check that leave balances have been updated correctly. - Verify that leave appears in the relevant pay cycles if applicable. --- ## Troubleshooting common errors and warnings ### Error: Employee not found - Check the Jemini ID matches exactly (including any leading zeros) - If the employee has multiple employments, add the Employment Occupancy UUID ### Error: Leave plan not found - Verify the leave plan name matches exactly (including spacing and capitalisation) - Check that the leave plan exists in your system ### Error: Leave plan not assigned to employee - The employee must have the leave plan assigned before you can import leave for that plan - Assign the leave plan to the employee first, then import the leave ### Error: Invalid date format - Check your dates match one of the accepted formats (dd/MM/yyyy or yyyy-MM-dd) - Make sure dates are valid (no 31/02/2025) - Make sure the end date isn’t before the start date ### Error: Overlapping leave periods - Check if the employee already has leave that overlaps with the dates you're importing - You may need to delete or adjust the existing leave before importing ### Warning: Leave balance will be negative - This means the leave exceeds the employee's available balance - You can proceed if this is intentional (like leave in advance) or adjust the duration ### Warning: Leave spans multiple pay periods - This is informational – the leave will be allocated across the relevant pay periods - You can proceed if this is expected For further help, contact your Jemini support consultant. ![save or submit icon](https://cdn.document360.io/4610df0d-4d6e-4f46-8b41-8e4dd44c29a6/Images/Documentation/save%20or%20submit%20icon.png) Select this button to save and submit your content and close the panel.