Absence Import Spreadsheet

The following guide will help you import absences into your Every HR Absence module.

Import Absences

Downloading the import spreadsheet

If you have multiple absences to add, an alternative to manually entering them into the system one-by-one is using the import spreadsheet. This is available by clicking Absence Management, then Import Absences on the navigation bar to the left hand-side.

Select the green Download Import Spreadsheet button. This will download an empty spreadsheet with multiple fields, starting with the Key column (which should not be typed into or changed as the system needs this to match the corresponding data within Every). Do not change the title or order of the columns.

The first tab is the Instructions tab. This provides a helpful overview of how the spreadsheet is formatted and guidance on how to avoid errors.

Use the tabs at the bottom of the spreadsheet to move between various Absence Types.

To add in information navigate to the relevant Absence Type tab and populate the mandatory fields. Mandatory fields are highlighted in green and blue. You can add as many rows of absence information as required.

Validation

When you are happy with the information added into the spreadsheet you can save it and use the white Choose File button on Every to select the saved file from your computer. Click the green Validate button. This is a useful system tool to check for issues, warnings, and empty rows.

If any issues or warnings are detected during validation, the system will generate a new validated version of the document that will automatically download. Cells that contain Critical Issues will be highlighted in red and cells that contain a Warning are shown in yellow. The Import Spreadsheet cannot be imported if Critical Issues remain. Make any amends on this spreadsheet then re-import it using the steps above until it passes validation.

Importing

Once the file is validated the red Import button will be available. Click this to import the spreadsheet and add the absence information into the Every system.

To add further absence information after an initial import always remember to re-download the spreadsheet by repeating the process from the beginning of this section. If you use old copies of the spreadsheet saved on your computer you risk over-writing the latest version of information on the system or causing errors or duplications.