Import from Vacation Tracker
Move from Vacation Tracker with a Users export and an optional leave history report — CSV or Excel, previewed before anything is written.
Updated 11 July 2026
Rotaleave reads Vacation Tracker exports directly — CSV or Excel. 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 Vacation Tracker.
Get your Vacation Tracker exports
- Log in to Vacation Tracker as an admin.
- From the Exports / Reports page, download a Users export — required.
- Optionally download a Leave history report for the date range you want to bring across.
Vacation Tracker has no self-serve API, so the file export is the supported route.
What comes across
| Column | Becomes in Rotaleave |
|---|---|
| identifies the person (must be unique) | |
| Name | Name (split into first/last) |
| Department | Department |
| Location | Team |
| Role | Role (Administrator/Approver/User) |
| Status | Active/archived |
| Start Date (users file) | Start date |
| Leave Type | Leave type (created if missing) |
| Start Date / End Date (leave file) | Leave dates |
| Part of Day | Half-day/day-part |
| Request ID | used to keep re-runs safe |
One quirk worth knowing: Vacation Tracker sets quotas per leave type, so no annual allowance is imported — your organisation’s default allowance applies until you set allowances and opening adjustments. Remaining balances are never imported either.
Preview, then import
- Upload the Users file (and the leave history file if you have one).
- Click Preview — nothing is written yet. You get Created / Updated / Skipped counts per entity plus warnings for anything the importer didn’t recognise.
- The Import button stays disabled until a preview exists — the dry run isn’t optional, by design.
- Happy with the counts? Click Import and look for “Import complete.”
Safe to re-run
People are matched by email and leave records by request id, so re-importing the same or a corrected file updates rather than duplicates. Iterate until the preview is clean.
After the import
- Set allowances and opening adjustments — see the quirk above.
- Decide your bank holiday policy.
- Invite everyone when you’re ready — importing doesn’t email anybody until you say so.