The import leave function enables site administrators to add multiple leave entries for various staff members simultaneously using a spreadsheet template. This is an efficient way to enter leave data from an external system or to add numerous planned holidays without manual, individual entry.
To ensure a successful import, it is crucial that the staff names (first and last), short names, and leave types in your spreadsheet match exactly the names in HosPortal. Therefore, the process involves two key parts: preparing your data and then importing it.
Part 1: Preparing Your Leave Import File
In this part, you will download the necessary template and a list of staff names to ensure your data is accurate.
Download the Leave Template by navigating to the Leave section from the main menu on the left. Click the Import button located at the top of the Leave page.
On the "Import leave" page, click the
HosPortal_leave_import_template.xlsxlink to download the required spreadsheet template.
Export the Staff List for Accurate Names by navigating to the Staff section from the main menu. Click the Export button at the top right of the staff list. On the Export page, ensure all relevant roles are selected and click Export again to download a complete list of your staff. This file will serve as your "source of truth" for correct names. Use Excel as the format.
Populate the Leave Template by opening both the leave template and the exported staff list in a spreadsheet program like Excel. For each leave entry you want to add, copy and paste the First name, Last name, and Short name from your staff list file into the leave template. This step is crucial to prevent errors.
Fill in the remaining columns in the template:
Start date: The first day of leave (e.g., 01/01/2026).
End date: The last day of leave.
Type: The category of leave (e.g., Annual, Sick, Conference).
Status: Set this to Published for the leave to be active immediately. (Using "Draft" will save the leave but it will not be applied to rosters.)
Save the completed leave import template file to your computer.
Part 2: Importing the Leave File
Now that your file is prepared, you can upload it to HosPortal.
Return to the Leave page in HosPortal (from Leave > Import). Click the Choose file button and select the completed template you just saved.
After selecting the file, a preview of the data will appear on the screen. Carefully check this preview to ensure all names, dates, and leave types are correct before proceeding.
Click the blue Import button to upload the leave entries.
A success message ("Leave imported") will appear, and you will be returned to the main Leave calendar, where you can see the newly imported leave entries for your staff.