How do you import leave balances when switching to new leave management software?

Export one row per employee and leave type into a CSV, upload it with a balance-as-of date, review the preview, and confirm. No balance changes until an admin confirms the previewed result.

Can we move to leave management software in the middle of the year?

Yes. The balance-as-of date can be any date, including mid-year. Time-Out Zone takes the imported balance as the truth on that date and continues accruals automatically from there.

What happens if our old balance doesn't match the calculated balance?

The preview shows both the balance Time-Out Zone would expect from your policies and the legacy value from your file. An admin can explicitly keep the legacy value as the source of truth; the decision is confirmed and recorded in the import history.

Do imported balances survive employee onboarding and invitations?

Yes. You can import balances for employees who have not activated their account yet; the balance is applied to their account when they join.

How does carried-over leave work during a balance import?

Carried-over days are imported into a separate carry-over bucket, so your carry-over rules (caps, expiry, payout) keep applying to the right portion of the balance.

What file format does the opening balance import use?

A CSV file with one row per employee and leave type. The import provides a template so the columns match what the preview expects.

Is there an audit trail for balance imports?

Yes. Every import is recorded in an import history, including who ran it, when, what was applied, and any legacy-truth confirmations.

How is this different from a PTO tracking spreadsheet?

A spreadsheet is a static file someone has to maintain by hand. The import moves those numbers into a system once. After that, accruals, carry-over, and approvals update balances automatically and every change is traceable.

Import employee leave balances

How do you import existing leave balances when switching leave management software?

When you switch leave management software, you import your existing balances from a CSV file instead of re-entering them by hand. In Time-Out Zone you upload one row per employee and leave type, together with a balance-as-of date that marks the cutover from your old system. A mandatory preview classifies every row as ready, warning, or blocked. No balance is written until an admin confirms. If the number from your old system differs from the calculated balance, you can keep the legacy value as the source of truth with an explicit confirmation, and that decision is recorded in the import history. Carried-over days are imported into their own bucket, separate from the current cycle, and accruals continue automatically from the cutover date forward.

Migration

From spreadsheet to system in one upload

The balances in your spreadsheet or old tool become the starting point in Time-Out Zone. Nobody logs in on day one and finds the wrong number.

Start from the balances your team already trusts.
Works from Excel, another tool, or an HR system export.

Preview

See every change before it applies

Every row is classified as ready, warning, or blocked. Nothing is applied until an admin reviews the preview and confirms.

No silent failures: blocked rows never apply.
The confirmation step is mandatory.

Cutover

One date decides when the old system stops

The balance-as-of date marks the cutover. Time-Out Zone calculates the expected current-cycle balance from your policies, and accrual continues automatically from that date.

Switch mid-year if you need to.
No double-counted or lost days around the cutover.

Trust

A history behind every imported number

If the legacy value differs from the calculated balance, an admin keeps it only with an explicit confirmation. Every import stays in an audit-ready history.

Carried-over days go into their own bucket.
Import is limited to owner and admin roles.

Describes the CSV opening balance import as implemented, including the preview and legacy-truth confirmation flow. Covered by automated unit and end-to-end tests.

Frequently asked questions

How do you import leave balances when switching to new leave management software?: Export one row per employee and leave type into a CSV, upload it with a balance-as-of date, review the preview, and confirm. No balance changes until an admin confirms the previewed result.
Can we move to leave management software in the middle of the year?: Yes. The balance-as-of date can be any date, including mid-year. Time-Out Zone takes the imported balance as the truth on that date and continues accruals automatically from there.
What happens if our old balance doesn't match the calculated balance?: The preview shows both the balance Time-Out Zone would expect from your policies and the legacy value from your file. An admin can explicitly keep the legacy value as the source of truth; the decision is confirmed and recorded in the import history.
Do imported balances survive employee onboarding and invitations?: Yes. You can import balances for employees who have not activated their account yet; the balance is applied to their account when they join.
How does carried-over leave work during a balance import?: Carried-over days are imported into a separate carry-over bucket, so your carry-over rules (caps, expiry, payout) keep applying to the right portion of the balance.
What file format does the opening balance import use?: A CSV file with one row per employee and leave type. The import provides a template so the columns match what the preview expects.
Is there an audit trail for balance imports?: Yes. Every import is recorded in an import history, including who ran it, when, what was applied, and any legacy-truth confirmations.
How is this different from a PTO tracking spreadsheet?: A spreadsheet is a static file someone has to maintain by hand. The import moves those numbers into a system once. After that, accruals, carry-over, and approvals update balances automatically and every change is traceable.

Bring your balances with you

Get started with Time-Out Zone and take your team from spreadsheet to trusted balances with a CSV import and preview.

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Last updated: July 14, 2026