Import from Leave Dates

Rotaleave reads Leave Dates report downloads directly — CSV or Excel, whichever you prefer. Importing is admin-only, from Settings → Import / Migrate, the People page’s Import / Migrate button, or during onboarding on the Your people step — set Source to Leave Dates.

Get your Leave Dates exports

1. Log in to Leave Dates as an admin.
2. Go to Reports → Employees and download it (CSV or Excel) — required.
3. Optionally go to Reports → Leave and download it for the date range you want to bring across.

Leave Dates has no self-serve API, so the file export is the supported route.

What comes across

Column	Becomes in Rotaleave
Email	identifies the person (must be unique)
First name / Last name	Name
Department	Department
Role	Role (Administrator/Approver/User)
Annual allowance	Annual allowance (days)
Status	Active/archived
Leave type	Leave type (created if missing)
Start date / End date	Start/end dates
Half day	Half-day/day-part
Reference	used to keep re-runs safe

Remaining balances are never imported — enter opening adjustments after migrating. Anything the importer doesn’t recognise is listed as a warning, never dropped silently.

Preview, then import

1. Upload the Employees file (and the Leave file if you have one).
2. Click Preview — nothing is written yet. You get Created / Updated / Skipped counts per entity plus any warnings.
3. The Import button stays disabled until a preview exists — the dry run isn’t optional, by design.
4. Happy with the counts? Click Import and look for “Import complete.”

Safe to re-run

People are matched by email and leave records by their reference, so re-importing the same or a corrected file updates rather than duplicates. Iterate until the preview is clean.

After the import

• Spot-check a few people’s allowances against Leave Dates.
• Decide your bank holiday policy.
• Invite everyone when you’re ready — importing doesn’t email anybody until you say so.