TalentHR lets you update employee Time Off Budgets in bulk by exporting your current budget data, editing the file, and importing it back into your portal.

The safest way to work with Time Off Budget imports is to always start with a fresh export from TalentHR. This ensures that you are using the latest employees, Time Off Types, periods, column headers, and supported import structure.

To import Time Off Budgets:

1. Sign in to your TalentHR account as an Admin or an HR Manager, and go to Settings.

2. Click Import & Export.

3. Select the Time off budget tab.

4. Under Export data, download your current Time Off Budget data as an XLSX or CSV file.

5. Open the exported file and make the required changes.

When preparing your file, keep the following in mind:

• Use the exported file as your starting point. Do not create a new spreadsheet from scratch.
• Keep the column headers exactly as exported.
• Keep the guide row beneath the column headers and the final GUIDE ROW column unchanged. The guide row explains the accepted format and values for each field.
• First Name and Last Name are for reference only. TalentHR automatically populates or updates these fields based on the employee identified by their Email. Do not enter or edit these values manually.
• Email is required. Enter the email address of an active employee in TalentHR. If the email is invalid or does not belong to an active employee, that row is skipped.
• Do not use a personal email address instead of the email associated with the employee's TalentHR account.
• Period is required and must exactly match an existing Time Off cycle in your portal.
• For a calendar-year period from January 1 to December 31, enter the year as YYYY, for example, 2026.
• For a custom period, use the format MM/DD/YYYY - MM/DD/YYYY, for example, 02/13/2026 - 02/12/2027.
• If the same Email and Period combination appears in more than one row, only the last row is imported.
• Each Time Off Type appears as a separate column. The number included in the column header, for example Vacation #4, is the Time Off Type's identifier. Do not edit this number or the column header.
• Enter Time Off Budgets in days, using a value from 0 to 365 with up to 3 decimal places, for example, 6, 3.25, or 14.025.
• To enter a budget based on hours, convert the hours to the equivalent number of working days. For example, for an employee who works 8 hours per day, 4 hours equals 0.5 days.
• Leave a Time Off Type's budget cell blank, or keep its existing value unchanged, if you do not want to change that budget.
• Invalid Time Off Budget values are skipped.

6. Review the file carefully and save your changes.

7. Return to Settings → Import & Export → Time off budget.

8. Under Import data, drag and drop your edited file into the upload area, or click browse to select it. TalentHR supports CSV and XLSX files up to 30MB.

9. Click Import.

TalentHR will process the file and update the relevant employees' Time Off Budgets.

If the import contains issues, TalentHR will let you know, and will provide context and instructions. Review the import result before making corrections and importing the revised file again.

To review previous Time Off Budget imports:

1. Go to Settings → Import & Export.

2. Select the History tab.

3. From Entity, select Time off budget.

Here, you can review the imported file, who imported it, and when it was added. 

Click on the i icon to review a particular import’s results. This will include any errors, with details about where and what needs to be corrected.

You can also download the imported file, or delete its History record.

You can also manually edit Time off Budgets. See here for more information.