Upload time off data via CSV

Learn how to upload your time off periods to Swarmia using CSV files.

Why use manual import?

Our preferred method for managing time off data is through direct integration with your HR system. This ensures automatic synchronization and reduces manual work. However, we understand that direct integration isn't always possible due to system limitations, security policies, or other constraints.

How to import

1. Go to Settings → HR system → Data import tab.

2. Use the file selector or drag and drop your CSV file containing time off periods.

3. The system will automatically process your file and display the results.

4. Once the import is complete, Swarmia will start recalculating your FTE figures. This may take some time.

5. You'll also see time off show up in the work log (when grouped by author)

CSV file format

Your CSV file must follow this exact format:

Requirements

• Encoding: UTF-8

• Headers: Required (must be the first row).

• Column order: Must be exactly email, startDate, endDate (in this sequence)

• Quotes: Optional for values, but recommended for consistency

Required headers

• email - Employee's email address

• startDate - Start date of the time off period

• endDate - End date of the time off period

Date format

All dates must be in YYYY-MM-DD format (e.g., 2024-04-01)

Sample CSV content

"email","startDate","endDate"
"[e-mail]","2024-04-01","2024-11-01"
"[e-mail]","2024-01-01","2024-10-01"
"[e-mail]","2025-03-01","2025-04-01"

Import results

After processing, you'll see a summary showing:

• Total rows processed - Number of rows in your CSV file

• Successfully imported - Number of time off periods successfully added

• Errors encountered - Number of rows that couldn't be imported

If there are errors, you can expand the error details to see:

• Row number where the error occurred

• Specific reason for each error

Common errors

• Invalid email format - The email address doesn't follow standard email formatting

• Email not found - The email doesn't match any user in your organization

• Invalid date format - Dates must be in YYYY-MM-DD format

• Start date must be before or equal to end date - The time off period has an invalid date range

Important notes

• Only organization administrators can import time off data

• Maximum file size: 512 KB

• Time off types are not segregated - all periods are treated as general time off

• CSV uploads are additive-only - new uploads will not delete or modify existing time off data

• Uploading only new entries will make processing faster