Time-Out Zone

Employee onboarding software that starts with one CSV

Drop a spreadsheet, preview every row with its errors, and send real invitations. Each valid row becomes an invited teammate with a profile, a start date, and opening balances waiting on day one.

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Manual onboarding by the numbers

1-4%

error rate per field for manual data entry, before any verification

100

invitations per import batch, validated row by row

7 days

how long each invitation stays valid before it expires

13

columns in the CSV template, only 4 of them required

  • Manual entry guarantees errors at scale. The import preview shows which rows are ready and which need fixes before a single invitation goes out.
  • Staff onboarding here means real invitations, not silent records. Every valid row sends an email and creates a pending profile.

Field-level error rates from Barchard and Pace (2011), Behavior Research Methods, replicated across industries. Batch and expiry limits are product values.

Drop a CSV, or paste rows

Start from the downloadable template or paste straight from a spreadsheet. Email, first name, last name, and start date are all that is required.

Preview catches errors first

Every row is validated before sending: duplicate emails in the file, invalid values, and unknown team or location names show up as fixable errors, not failed invites.

Every row is a real invitation

Each valid row sends an invitation email and reserves a seat. There is no silent import; people always join by accepting their invite.

Profiles ready before day one

Invitees exist as pending employees with role, start date, optional team and location, and initial balances, and activate the moment they accept.

The details, spelled out

A template you can hand to HR

Download the CSV template with all 13 columns. Role accepts admin, manager, or employee; manager rows need a resolvable team.

Seats checked up front

A batch only goes out if the purchased seats can fit it. Pending invitations count toward the reservation.

Resend or copy the link

Resend issues a fresh 7-day invitation; copy link produces a shareable invite URL on demand. Delete cleans up the pending profile completely.

Opening balances before acceptance

A separate opening-balance CSV can set carried-over balances for invitees even before they accept, so cutover day is not blocked by signups.

Values in the visuals are examples. Team, location, and approver names must already exist in your organization; the import never creates them silently.

Import

From spreadsheet to invited team

Three steps, no surprises.

  • Drop or paste the CSV, review the preview with per-row errors, then send the batch in one click.
  • The template covers profile fields, role, employment type, weekly hours, team, location, and approver email.
  • Duplicates are caught in the file and against existing users and pending invitations.

Invitations

Invitations you can actually manage

Pending does not mean forgotten.

  • Search and filter pending invitations by email and role, and resend or delete in bulk.
  • Each invitation stays valid for 7 days; resending issues a fresh link.
  • Copy link produces the invite URL for channels other than email.

Day one

Ready before anyone signs in

The account is the last step, not the first.

  • Invitees exist as pending employees with profile data, team membership, and initial balances.
  • Opening balances can be imported for invitees before they accept.
  • Time off cannot be booked for someone who has not accepted yet; activation happens on accept.

More resources

Feature

Opening balances

Feature

Departments & Teams

Feature

Locations

Ready to get started?

Give us a call. We'll load your roster CSV, walk the preview together, and send the first invitations out with you.

Opening balances

Migrate your team's balances.

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Departments & Teams

Structure that carries policies.

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Frequently asked questions

What does the bulk CSV import actually do?
It parses your CSV, validates every row, and sends an invitation email for each valid one. Each row creates a pending employee with role, start date, optional team and location, and initial balances. In Time-Out Zone there is no silent import; everyone joins by accepting an invitation.
Which columns does the CSV template have?
Thirteen: email, first name, last name, and start date are required; role, employee ID, job title, employment type, weekly work hours, location name, department name, team name, and approver email are optional. Download the template directly from the import dialog in Time-Out Zone.
What happens to rows with errors or duplicate emails?
The preview step separates rows that are ready from rows that need fixes. Duplicates within the file, existing members, and already-pending invitations are flagged per row with a reason, so you can fix and re-import without sending anything twice in Time-Out Zone.
Can employees request time off before accepting the invitation?
No. Invited people exist as pending, inactive employees until they accept, and time off cannot be booked for an inactive profile. Admins can still prepare balances and team membership in Time-Out Zone so everything works the moment they activate.
Does the import sync with our HRIS?
No. This feature is a CSV import plus managed invitations, not a live HRIS or directory sync. You export people from your current system, drop the file, and Time-Out Zone handles validation, invitations, and pending-profile setup from there.
How many people can I invite at once?
Up to 100 invitations per batch, with up to five batches every five minutes, and every batch is checked against your purchased seats before it goes out. For larger organizations, Time-Out Zone processes the roster in successive batches.