⏹️Leave Import

Leave Import – Leave Opening Import

How to do Leave import?

Path : Cloud login > Leave > Import > Leave used > select the Excel import template as per your need from the dropdown > download the sample template > Make necessary changes in the downloaded template (Excel file) > Fill in details such as Select settings’ or add new setting name, starting-ending row, month, year, Employee code column name > Map components as per your Excel sheet > Save settings > Import Template (Upload the Excel file you made) > Upload File.

Step 1: Log in to the Cloud portal. Navigate to the ‘Leave’ menu, select ‘Import’, and click on ‘Leave Used’.

Step 2: Select the appropriate Excel import template from the dropdown menu and click to download the sample template.

Step 3: Open the downloaded Excel file, fill in the necessary leave data for your employees, and save the file.

Step 4: Return to the portal to configure the import settings:

  • Select Settings: Choose an existing setting or type a new name to create one.

  • Row Details: Define the Starting Row and Ending Row based on your Excel data.

  • Period & ID: Select the applicable Month and Year, and specify the Employee Code Column Name (e.g., Column A).

Step 5: Map the components (Leave Types) in the system to the corresponding column headers in your Excel sheet.

Step 6: Click ‘Save Settings’ to store this configuration.

Step 7: Click on ‘Import Template’ to browse and select the Excel file you prepared. Finally, click the ‘Upload File’ button to process the data.

Link:https://cloud.pockethrms.com/Leave/Setting/LeaveImport?import=27

Leave Opening Balances

PurposeThis screen is used to bulk upload Leave Opening Balances for employees using an Excel file and map Excel columns to system fields.

1️. Excel Import Template

Field: Excel Import TemplateValue: Leave Opening Import

Description:

  • Defines the type of data being uploaded.

  • Controls which validations and mappings are applied.

  • For this option, the system expects Employee Code + Leave Opening Value.

Behavior:

  • Only leave opening balances are processed.

  • Leave applications or transactions are not allowed through this template.

2️. Sample Leave Opening Import

Action: Download icon

Description:

  • Downloads a predefined Excel template.

  • Helps users follow the correct format and column order.

Recommended Use:

  • Always download and edit this file to avoid upload errors.

3️. Select Settings

Field: Select Settings (Dropdown)Action Button: Add New

Description:

  • Allows users to select a previously saved import configuration.

  • Useful when the same Excel structure is used repeatedly.

Add New:

  • Creates a fresh configuration for new Excel formats.

4️. Import Templates (File Upload)

Prerequisites:

  • Only .xlsx files are allowed.

  • File must follow the selected import template structure.

Field: File Upload Area

Description:

  • Upload the Excel file containing leave opening data.

5️. Starting – Ending Row

Fields:

  • Starting Row

  • Ending Row

Description:

  • Defines the row range from which data should be read.

Example:

  • Header at row 1

  • Data from row 2 to row 16

Configuration:

  • Starting Row: 2

  • Ending Row: 16

Behavior:

  • Rows outside this range are ignored.

6️. Sheet Name

Field: Sheet Name (Dropdown)

Description:

  • Specifies which Excel sheet should be read.

  • Mandatory when the file contains multiple sheets.

Example:

  • Leave Opening

7. Select Leave

Prerequisite:

  • One leave type per upload.

Separate uploads are required for multiple leave types.

Field: Select Leave (Dropdown)

Description:

  • Selects the leave type for which opening balance will be uploaded.

8️. Employee Code Column Name

Field: Employee Code Column Name (Dropdown)

Description:

  • Identifies which Excel column contains the Employee Code.

Selectable Values:

  • A, B, C, D (Excel column positions)

Mapping Logic:

Selection

Excel Column Used

A

Column A

B

Column B

C

Column C

D

Column D

Your Excel Format:

  • Employee Code is in Column A

  • Hence: Employee Code Column Name = A

System Behavior:

  • Reads employee code from the selected column.

  • Matches it with Pocket HRMS employee master.

  • Processes leave opening value only for matched employees.

9️. Section Name Mapping (Right Panel)

Prerequisites:

  • Employee Code must exactly match Pocket HRMS records.

  • Leave Opening Value must be numeric.

  • Duplicate employee codes will be processed row-wise.

  • Invalid rows are skipped or shown as failed.

Section Name: Leave Opening ValueExcel Name: Mapped automatically from Excel

Description:

  • Defines which Excel column contains the leave opening balance.

  • In your format, this is Column B.

Behavior:

  • The value is applied as the opening balance for the selected leave type.

🔘 Action Buttons

Save Settings

  • Saves the current mapping configuration.

  • Can be reused for future uploads.

Upload

  • Validates Excel data.

  • Processes and updates leave opening balances.

Delete Settings

  • Deletes the selected saved configuration.

Leave Import – Leave Used Import

Purpose

This screen is used to bulk upload leave already availed (used) by employees for a selected month and year, based on Excel data.

1. Excel Import Template

Field: Excel Import TemplateValue: Leave Used Import

Description:

  • Defines that the uploaded Excel contains leave usage records, not opening balances.

  • Enables date-wise leave consumption processing.

Behavior:

  • The system creates leave usage entries for the specified month/year.

  • Existing leave balance is reduced accordingly.

2️. Sample Leave Used Import

Action: Download icon

Description:

  • Downloads the predefined Excel template for Leave Used Import.

  • Helps users understand mandatory columns and date formats.

3️. Select Settings

Field: Select Settings (Dropdown)Action Button: Add New

Description:

  • Allows selection of a previously saved mapping configuration.

  • Useful when uploading data regularly in the same Excel format.

Add New:

  • Creates a new configuration for a different Excel structure.

4️. Import Templates (File Upload)

Prerequisites:

  • Only .xlsx format supported.

  • File must follow the Leave Used Import structure.

Field: File Upload Area

Description:

  • Upload the Excel file containing leave usage data.

5️. Starting – Ending Row

Fields:

  • Starting Row

  • Ending Row

Description:

  • Defines the row range from which leave data should be read.

Example:

  • Header row: 1

  • Data rows: 2 to 100

Behavior:

  • Rows outside the range are ignored.

6️. Sheet Name

Field: Sheet Name (Dropdown)

Description:

  • Select the Excel sheet from which data should be read.

  • Mandatory when the Excel file has multiple sheets.

7️. Month

Field: Month (Dropdown)

Description:

  • Specifies the month for which leave usage is being imported.

Behavior:

  • Leave entries will be applied only within the selected month.

8️. Year

Field: Year

Description:

  • Specifies the year for which leave usage is being imported.

Behavior:

  • Works in combination with Month to determine leave period.

9️. Employee Code Column Name

Field: Employee Code Column Name (Dropdown)

Description:

  • Specifies which Excel column contains the Employee Code.

Selectable Values:

  • A, B, C, D (Excel column positions)

Behavior:

  • System reads employee code from the selected column.

  • Matches it with Pocket HRMS employee master.

  • Leave usage is processed only for valid employee codes.

10. Section Name → Excel Column Mapping (Right Panel)

Prerequisites:

  • Employee Code must exactly match Pocket HRMS records.

  • Leave type must be active and configured.

  • Date range must fall within the selected month/year.

  • Half-day values must be correctly defined.

  • Invalid rows are skipped or marked failed.

This section defines column-wise mapping between Excel and system fields.

a) Leave

Purpose: Identifies the leave type usedExcel Column: User-mapped (A/B/C/D…)

Behavior:

  • Leave name must match configured leave types in Pocket HRMS.

b) From Date

Purpose: Start date of leaveFormat: Date

Behavior:

  • Determines the beginning of leave period.

c) From Day Type (Half / Full)

Purpose: Specifies whether the leave start day is half or full day

Accepted Values:

  • Half

  • Full

d) To Date

Purpose: End date of leaveFormat: Date

Behavior:

  • Determines the end of leave period.

e) To Day Type (Half / Full)

Purpose: Specifies whether the leave end day is half or full day

Accepted Values:

  • Half

  • Full

f) Remarks

Purpose: Additional comments or notes for the leave record

Behavior:

  • Stored as leave remarks.

  • Optional field.

🔘 Action Buttons

Save Settings

  • Saves the mapping configuration for future reuse.

Upload File

  • Validates Excel data.

  • Creates leave usage entries.

  • Deducts leave balance accordingly.

Delete Settings

  • Deletes the selected saved configuration.

Leave Import – Leave Credit Import

PurposeThis screen is used to bulk credit leave balances to employees using an Excel file.It is typically used for periodic leave credit, special grants, or manual corrections.

1️. Excel Import Template

Field: Excel Import TemplateValue: Leave Credit Import

Description:

  • Defines that the uploaded Excel contains leave credit values.

  • Credits leave balances directly to employee leave accounts.

Behavior:

  • Leave balance is increased by the uploaded value.

  • Does not affect leave usage history.

2️. Sample Leave Credit Import

Action: Download icon

Description:

  • Downloads the predefined Excel template for Leave Credit Import.

  • Ensures correct column structure and data type.

3️. Select Settings

Field: Select Settings (Dropdown)Action Button: Add New

Description:

  • Allows users to select a previously saved Excel mapping.

  • Useful for recurring monthly or quarterly leave credit uploads.

Add New:

  • Creates a new configuration for a different Excel structure.

4️. Import Templates (File Upload)

Prerequisites:

  • Only .xlsx files are supported.

  • File must match the Leave Credit Import structure.

Field: File Upload Area

Description:

  • Upload the Excel file containing leave credit values.

5️. Starting – Ending Row

Fields:

  • Starting Row

  • Ending Row

Description:

  • Defines the range of rows to be processed from the Excel sheet.

Example:

  • Header row at 1

  • Data rows from 2 to 50

6️. Sheet Name

Field: Sheet Name (Dropdown)

Description:

  • Specifies the Excel sheet from which data should be read.

  • Mandatory if the Excel file has multiple sheets.

7️. Select Leave

Prerequisite:

  • One leave type per upload.

  • Multiple leave types requires separate uploads.

Field: Select Leave (Dropdown)

Description:

  • Selects the leave type to which credits will be applied.

8️. Employee Code Column Name

Field: Employee Code Column Name (Dropdown)

Value in Screenshot: A

Description:

  • Specifies which Excel column contains the Employee Code.

Selectable Values:

  • A, B, C, D (Excel column positions)

Behavior:

  • System reads employee code from the selected column.

  • Matches it with Pocket HRMS employee master.

  • Leave credit is applied only to valid employees.

9️. Section Name → Excel Column Mapping (Right Panel)

Prerequisites:

  • Employee Code must exactly match Pocket HRMS records.

  • Leave Credit Value must be numeric.

  • Negative values are not allowed.

  • Credits are applied immediately upon successful upload.

  • Duplicate employee rows are processed row-wise.

🔹 Section Name: Leave Credit Value

Excel Column: B

Description:

  • Identifies the Excel column containing the leave credit amount.

Behavior:

  • Value from this column is added to the employee’s leave balance.

  • Decimal values are supported if leave configuration allows.

🔘 Action Buttons

Save Settings

  • Saves the mapping configuration for reuse.

Upload

  • Validates Excel data.

  • Credits leave balances to employees.

Delete Settings

  • Deletes the selected saved configuration.

Leave Import – Leave Debit Import

PurposeThis screen is used to bulk debit (deduct) leave balances from employees either:

  • Using a specific date range, or

  • Using a total leave count without dates

The system supports only one debit method at a time.

1️. Excel Import Template

Field: Excel Import TemplateValue: Leave Debit Import

Description:

  • Defines that the uploaded Excel contains leave debit information.

  • Enables both date-range-based and count-based leave deduction.

2️. Sample Leave Debit Import

Action: Download icon

Description:

  • Downloads the predefined Excel template.

  • Contains two sheets:

    1. Date Range based leave debit

    2. Days Count based leave debit

3️. Select Settings

Field: Select Settings (Dropdown)Action Button: Add New

Description:

  • Allows reuse of previously saved Excel mappings.

  • Helpful for recurring debit uploads (corrections, penalties, adjustments).

4️. Import Templates (File Upload)

Field: File Upload Area

Description:

  • Upload the Leave Debit Excel file.

Validations:

  • Only .xlsx format supported.

  • Excel must follow one debit method per upload.

5️. Starting – Ending Row

Fields:

  • Starting Row

  • Ending Row

Description:

  • Defines which rows from Excel should be processed.

Example:

  • Header row at 1

  • Data rows from 2 onward

6️. Sheet Name

Field: Sheet Name (Dropdown)

Description:

  • Selects the Excel sheet to be processed.

  • User must select:

    • Date Range based leave debit OR

    • Days Count based leave debit

7️. Month

Field: Month

Description:

  • Defines the payroll/attendance month for which leave is debited.

8️. Year

Field: Year

Description:

  • Works along with Month to define the debit period.

9️. Employee Code Column Name

Field: Employee Code Column Name

Description:

  • Specifies the Excel column containing Employee Code.

Selectable Values:

  • A, B, C, D

Behavior:

  • System matches employee codes with Pocket HRMS master.

  • Debit is applied only for valid employees.

10. Section Name → Excel Column Mapping (Right Panel)

Prerequisites:

  • Leave type must be active.

  • Employee must have sufficient leave balance (based on configuration).

  • Invalid rows are skipped or shown as failed.

  • Debit is applied immediately after successful upload.

Common Fields (Applicable to both methods)

a) Leave

  • Identifies the leave type to be debited.

  • Must match configured leave type.

b) Remarks

  • Optional.

  • Stored as debit narration.

🔁 Debit Logic Modes (Critical Behavior)

🅰️ Date Range Based Leave Debit

Prerequisites:

  • Date columns must be TEXT

  • Format: dd/mm/yyyy

  • From Date ≤ To Date

Mandatory Mappings:

  • From Date

  • From Day Type (Half / Full)

  • To Date

  • To Day Type (Half / Full)

Behavior:

  • System calculates leave days based on:

    • Date range

    • Half / Full day indicators

  • Leave balance is debited accordingly.

🅱️ Days Count Based Leave Debit

Prerequisites:

  • Count must be a positive integer only

  • Decimal values are not allowed.

Mandatory Mapping:

  • Count

Behavior:

  • User specifies number of leave days to be debited.

  • No date range is required.

  • System deducts leave directly from balance.

🚫 Mutual-Exclusion & Intelligent System Behavior

This is the key logic you asked to be documented 👇

Rule 1: Date Range vs Count (Mutually Exclusive)

  • If From Date / To Date is mapped→ Count field is ignored and not applied

  • If Count is mapped→ From Date & To Date are NOT required

Rule 2: Intelligent UI Handling

  • When user maps Count:

    • System automatically clears

    • And greys out:

      • From Date

      • From Day Type

      • To Date

      • To Day Type

➡ This clearly indicates that date range is no longer required

Rule 3: System-Driven Date Selection (Count-based)

  • When Count is provided:

    • System intelligently picks dates internally

    • Dates are not exposed to the user

    • Debit is applied directly against leave balance

Rule 4: Conflict Prevention

  • System does not allow:

    • Date Range + Count together

  • Only one debit method is processed per upload.

🔘 Action Buttons

Save Settings

  • Saves the mapping configuration.

Upload File

  • Validates Excel + mappings.

  • Applies leave debit as per selected method.

Delete Settings

  • Deletes saved mapping.

Leave Import – Holiday Import

Purpose

This screen is used to bulk import holidays into the system for a defined date range using an Excel file.It supports both regular holidays and optional / restricted holidays.

1 hookup: Excel Import Template

Field: Excel Import TemplateValue: Holiday Import

Description:• Defines that the uploaded Excel contains holiday master data.• Enables creation of holiday records in bulk.

2️ Sample Holiday Import

Action: Download icon

Description:• Downloads the predefined Holiday Import Excel template.• Helps users follow correct column structure and date format.

3️. Select Settings

Field: Select Settings (Dropdown)Action Button: Add New

Description:• Allows reuse of previously saved holiday import mappings.• Useful when importing holidays every year with the same format.

Add New:• Creates a new mapping configuration.

4️. Import Templates (File Upload)

Prerequisites:• Only .xlsx format is allowed.• File must follow Holiday Import template structure.

Field: File Upload Area

Description:• Upload the Excel file containing holiday data.

5️. Starting – Ending Row

Fields:• Starting Row• Ending Row

Description:• Defines which rows from Excel should be processed.

Example:• Header row at 1• Data rows from 2 to 20

6️. Sheet Name

Field: Sheet Name (Dropdown)

Description:• Specifies which Excel sheet contains holiday data.• Mandatory if multiple sheets exist.

7️. From Date

Field: From Date

Description:• Defines the earliest allowed holiday date for the import.

Behavior:• Holidays earlier than this date are ignored or rejected.

8️. To Date

Field: To Date

Description:• Defines the latest allowed holiday date for the import.

Behavior:• Holidays beyond this date are ignored or rejected.

9️. Insert Only (Checkbox)

Field: Insert Only

Description:• When enabled, the system:o Only adds new holidayso Does not overwrite existing holidays

Use Case:• Prevents accidental modification of already configured holidays.

10. Section Name → Excel Column Mapping (Right Panel)

This section defines how Excel columns map to holiday fields.

a) Holiday Date

Purpose: Date of the holidayExcel Column: User-mapped (A / B / C / D …)

Rules:• Mandatory field• Cell format must be TEXT• Date format: dd/mm/yyyy

b) Reason For Holiday

Purpose: Holiday name or descriptionExcel Column: User-mapped

Examples:• New Year’s Day• Independence Day• Diwali / Deepavali

c) Restricted Holiday

Purpose: Indicates whether the holiday is optional / restrictedExcel Column: User-mapped

Accepted Values:• 0 → Regular holiday• 1 → Restricted / Optional holiday

📄 Excel Template – Column-wise Explanation

Prerequisites:

• Holiday Date column must be TEXT• Date format must be dd/mm/yyyy• Duplicate holiday dates may be skipped or rejected• Holidays outside selected From–To date range are ignored• Invalid rows are skipped or shown as failed

Column

Header

Description

A

Holiday Date

Holiday date (TEXT, dd/mm/yyyy)

B

Reason For Holiday

Holiday name

C

Optional Holiday

0 = Regular, 1 = Restricted

🔘 Action Buttons

Save Settings• Saves the holiday import mapping for reuse.

Upload• Validates Excel data.• Creates holiday records in bulk.

Delete Settings• Deletes the selected mapping configuration.

📌 Dependency: Leave Financial Year Configuration

**Configuration Path:**Settings → Leave → Leave Financial Year

**Dependent Setting:**b) Holiday Settings Entry will be [ … ] wise

Provided Scopes:• Company• Category• Designation• Department• Location

📌 Behavior Based on Holiday Settings Entry Scope

Prerequisites (Scope-based):

• Scope selection is mandatory when Holiday Settings Entry is not Company-wise.• Import is blocked if scope is not selected.• Holidays apply strictly to the selected scope only.

Company-wise:• No additional selection field is displayed on Holiday Import screen.• Imported holidays apply to all employees across the organization.

Category / Designation / Department / Location-wise:• An additional mandatory dropdown appears after Sheet Name.• Field label dynamically changes to:

  • Select Category

  • Select Designation

  • Select Department

  • Select Location• Holidays are applied only to the selected scope.• Separate imports are required for each scope value.

1st Company wise

2nd Category wise

Leave Import – Week Off Import

Purpose

This screen is used to bulk import weekly off configurations for employees using an Excel file. It supports both date-wise and week-wise weekly off uploads, including full-day and half-day weekly offs.

The behavior of this screen is dependent on the Weekly Off Entry configuration defined in the Leave Financial Year settings.

1️. Excel Import Template

Field: Excel Import Template

Value: Week Off Import

Description:• Defines that the uploaded Excel contains weekly off configuration data.• Enables bulk creation or update of weekly off records.

2️. Sample Week Off Import

Action: Download icon

Description:• Downloads the predefined Week Off Import Excel template.• Helps users follow the correct structure for date-wise or week-wise upload.

3️. Select Settings

Field: Select Settings (Dropdown)Action Button: Add New

Description:• Allows reuse of previously saved week off import mappings.• Useful for recurring uploads with the same Excel format.

Add New:• Creates a new mapping configuration.

4️. Import Templates (File Upload)

Prerequisites:• Only .xlsx format is allowed.• File must follow the Week Off Import template structure.

Field: File Upload Area

Description:• Upload the Excel file containing weekly off data.

5️. Starting – Ending Row

Fields:• Starting Row• Ending Row

Description:• Defines which rows from Excel should be processed.

Example:• Header row at 1• Data rows from 2 onwards

6️. Sheet Name

Field: Sheet Name (Dropdown)

Description:• Specifies which Excel sheet contains week off data.• Mandatory if multiple sheets exist.

7️. Employee ID

Field: Employee ID (Dropdown)

Description:• Determines whether the Week Off import is Any (employee-specific) or applicable to All employees.

Note:• If Weekly Off Entry is configured as Employee-wise, Employee Code must be present in Excel.

8️. Sheet Format

Field: Sheet Format (Dropdown)

Supported Values:• Date Wise Upload• Week Wise Upload

Description:• Controls how weekly off data is interpreted from Excel.

9️. From Date

Field: From Date

Description:• Defines the start date from which weekly off rules are applicable.

10. To Date

Field: To Date

Description:• Defines the end date till which weekly off rules are applicable.

11 Insert Without Replacement (Checkbox)

Field: Insert without replacement

Description:• When enabled, the system:o Inserts new weekly off records onlyo Does not overwrite existing weekly off entries

12 Section Name → Excel Column Mapping (Right Panel)

This section defines how Excel columns map to weekly off fields.The available mapping fields vary based on Sheet Format selection.

a) Date-wise Upload – Mapping Fields

Week Off Date• Date on which weekly off is applicable

Week Off Day Name• Day name (e.g., Sunday, Saturday)

Half Day• Indicates whether the weekly off is half-day or full-day• Accepted values:

  • 0 → Full day

  • 0.5 → Half day

b) Week-wise Upload – Mapping Fields

Week Off Day• Day of the week (e.g., Sunday)

Week 1 / Week 2 / Week 3 / Week 4 / Week 5• Weekly off indicator values:

  • 0 → No weekly off

  • 0.5 → Half-day weekly off

  • 1 → Full-day weekly off

📄 Excel Template – Key Indicators

Prerequisites:

• Date columns must be in dd/mm/yyyy format• Invalid indicator values are rejected• Missing Employee Code causes failure when Employee-wise setting is enabled• Weekly offs outside selected From–To date range are ignored

Week-wise Upload Indicators:• 0 → No weekly off• 0.5 → Half-day weekly off• 1 → Full-day weekly off

🔘 Action Buttons

Save Settings• Saves the week off import mapping for reuse.

Upload• Validates Excel data.• Creates weekly off records in bulk.

Delete Settings• Deletes the selected mapping configuration.

📌 Dependency: Leave Financial Year Configuration

**Configuration Path:**Settings → Leave → Leave Financial Year

**Dependent Setting:**d) Weekly off Entry will be [ … ] wise

Provided Values:• Company• Category• Designation• Department• Location• Employee-wise

📌 Behavior Based on Weekly Off Entry Setting

Prerequisites (Setting-based)

• Screen behavior dynamically adapts based on Weekly Off Entry setting.• Incorrect Excel structure for selected setting results in validation error.• Multiple uploads are required for different scopes.

Company / Category / Designation / Department / Location-wise:• Weekly off applies commonly to the selected scope.• Employee Code is not mandatory in Excel.

Employee-wise:• Employee Code column becomes mandatory in Excel.• Weekly off rules are applied per employee.• Upload is blocked if Employee Code is missing.

Leave Import – Employee Yearly Shift Import

PurposeThis screen is used to bulk assign or update employee-wise yearly shift mappings using an Excel file.It allows HR/Admin users to map a predefined shift to individual employees in bulk for the configured leave/attendance cycle.

1️. Excel Import Template

Field: Excel Import TemplateValue: Employee Yearly Shift Import

Description:• Defines that the uploaded Excel contains employee-wise shift mapping data.• Enables bulk assignment of shifts to employees.

2️. Sample Employee Yearly Shift Import

Action: Download icon

Description:• Downloads the predefined Employee Yearly Shift Import Excel template.• Helps users follow the correct column structure and naming convention.

3️. Select Settings

Prerequisites:• Only .xlsx format is allowed.• File must follow the Employee Yearly Shift Import template structure.

Field: Select Settings (Dropdown)Action Button: Add New

Description:• Allows reuse of previously saved import configurations.• Useful when the same Excel format is used repeatedly.

Add New:• Creates a new mapping configuration for Employee Yearly Shift Import.

4️. Import Templates (File Upload)

Field: File Upload Area

Description:• Upload the Excel file containing employee shift mapping data.

5️. Starting – Ending Row

Fields:• Starting Row• Ending Row

Description:• Defines which rows from Excel should be processed.

Example:• Header row at 1• Data rows from 2 to 100

6️. Sheet Name

Field: Sheet Name (Dropdown)

Description:• Specifies which Excel sheet contains the employee shift data.• Mandatory if multiple sheets exist in the uploaded file.

7️. Employee Code Column Name

Field: Employee Code Column Name

Description:• Used to map employee records from Excel to the system.• Mandatory for employee-specific imports.• Must match the Employee Code maintained in Pocket HRMS.

8. Section Name → Excel Column Mapping (Right Panel)

This section defines how Excel columns map to system fields.

a) Shift Name

Prerequisites:• Mandatory field• Shift name must exactly match an existing shift configured in the system• Case-sensitive as per system configuration

**Purpose:**Defines the shift to be assigned to the employee.

**Excel Column:**User-mapped (A/B/C/D…)

📄 Excel Template – Column-wise Explanation

Prerequisites:

• Employee Code must exist in the system• Shift Name must be pre-configured in Shift Master• Invalid employee codes or shift names will be skipped or shown as failed• Duplicate employee entries may overwrite based on import behavior• Invalid rows are skipped or reported during upload

Column

Header

Description

A

Employee Code

Unique employee identifier

B

Shift Name

Shift to be assigned (must exist in system)

🔘 Action Buttons

Save Settings• Saves the Employee Yearly Shift import mapping for reuse.

Upload File• Validates the Excel data.• Assigns shifts to employees in bulk.

Delete Settings• Deletes the selected import mapping configuration.

Leave Import – Leave Credit Attendance Plus Import

Purpose

This screen is used to bulk upload attendance values for employees, which are then used by the system to calculate and credit leave automatically based on the Leave Credit Attendance configuration defined in system settings.

This import does not directly credit leave.It only feeds attendance data that drives leave credit calculation.

Dependency Note (Important)

This import works strictly based on the configuration set under:

Settings → Leave → Leave Credit Attendance

  • Leave credit logic

  • Eligible days

  • Attendance working days

  • Credit dependency (Leave Balance / Credit Days Count)

If the configuration is missing or incorrect, this import will not produce the expected leave credit results.

1️. Excel Import Template

Field: Excel Import TemplateValue: Leave Credit Attendance Plus Import

Description:

  • Specifies that the uploaded Excel contains attendance values required for leave credit calculation.

  • Enables bulk upload of attendance days for employees.

2️. Sample Leave Credit Attendance Plus

Action: Download icon

Description:

  • Downloads the predefined Excel template.

  • Helps users follow correct column structure and value format.

3️. Select Settings

Field: Select Settings (Dropdown)Action Button: Add New

Description:

  • Allows reuse of previously saved import mappings.

  • Useful when attendance uploads are done periodically with the same format.

Add New:

  • Creates a new mapping configuration.

4️. Import Templates (File Upload)

Prerequisite:

  • Only .xlsx format is allowed.

  • File must follow the Leave Credit Attendance Plus template

Field: File Upload Area

Description:

  • Upload the Excel file containing attendance data.

5️. Starting – Ending Row

Fields:

  • Starting Row

  • Ending Row

Description:

  • Defines which rows from Excel should be processed.

Example:

  • Header row at 1

  • Data rows from 2 to 15

6️. Sheet Name

Field: Sheet Name (Dropdown)

Description:

  • Specifies which Excel sheet contains attendance data.

  • Mandatory if multiple sheets exist.

7️. Employee Code Column Name

Field: Employee Code Column Name

Description:

  • Maps the Excel column containing Employee Code.

  • Mandatory for employee-wise attendance processing.

8️. Attendance Days

Field: Attendance Days

Description:

  • Maps the column that contains attendance count.

  • This value is used by the system to determine leave eligibility.

9. Section Name → Excel Column Mapping (Right Panel)

a) Employee Code

Purpose: Identifies the employeeExcel Column: User-mappedRules:

  • Mandatory

  • Must match existing employee codes

b) Attendance

Purpose: Attendance count for the periodExcel Column: User-mappedRules:

  • Numeric value only

  • Used for leave credit calculation

📄 Excel Template – Column-wise Explanation

Prerequisite:

  • Employee Code must exist in the system

  • Attendance must be numeric

  • Duplicate employee entries may override previous values

  • Invalid rows are skipped or shown as failed

Column

Header

Description

A

Employee Code

Unique employee identifier

B

Attendance

Attendance days count

🔗 Dependent Configuration: Leave Credit Attendance Setting

**Path:**Settings → Leave → Leave Credit Attendance

Key Configurations Used:

  • Category

  • Leave Type

  • Leave credit based on (Date of Joining / Other logic)

  • Leave Credit Setting depends on:

    • Leave Balance

    • Credit Days Count

  • Attendance Working Days

  • Eligible Days

  • Leave Credit Days

Behavior Based on Configuration:

  • Attendance uploaded is compared against:

    • Eligible Days

    • Attendance Working Days

  • Leave is credited only if conditions are met as per configuration.

  • Import does not bypass or override credit rules.

🔘 Action Buttons

Save Settings

  • Saves the import mapping for reuse.

Upload File

  • Validates Excel data.

  • Processes attendance values.

  • Triggers leave credit logic based on configuration.

Delete Settings

  • Deletes the selected mapping configuration.

For any queries, contact [email protected]

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