Exporting balances to import them

Please note: It is important that you do not grant any absences between exporting and importing. This will result in the following error.

In the menu, go to Planning > Absences and Availability.

Then, in the top right-hand corner, click “Leave balances”.

Click “Export”

The export you are making becomes the base for the import later. You can make some limited changes to it.

If you delete or add lines this will cause errors when you import. So, make sure you choose the correct options while exporting so that you don’t need to do this:

“Valid on”: the export only includes the existing balances which are valid on the date you choose. If you want to overwrite or issue the current balances, choose today’s date. If you want to overwrite or issue for next year, you should choose a date at the end of next year.
“Absence types”: Only the absence types you tick/select in this list will be included in the export and can be re-imported later.
“Statutes”: Only employees who have a statute included in this list are included in the export. This also filters the available list for Option 4, selected employees.
“Selected employees”: In this list you can further adjust your selection of which employees are included in the export.
“Make import-ready”: In this case, you should leave this ticked.
“Include empty balances”: If you want to create new balances, you should leave this ticked. All available leave types for the personnel selected above are then “prepared” in the export file so that you can make a counter there if you wish to.

After making the required choices, click “Export”.
The pop-up below appears. Click the arrow to download the export to your computer.

The file contains the following details:

Do not edit to avoid problems:

Display name, first name, surname
Number of working hours per week
Contract start and end date
Employee’s statue
Personnel number: The employee’s personnel number, taken from the social secretariat.
Employee’s national register: the employee’s national register number, taken from Strobbo.
Type: the type of leave registered in Strobbo.
Starting balance: the employee’s starting balance.
Current balance: the employee’s current balance.

You can edit:

Balance validity (from–to)
Please note: this is only for NEW balances
New starting balance: if you want to edit the starting balance, you should adjust this figure.
Please note: In the Excel file, the initial balance is a decimal value. In Strobbo, this is in hours:minutes.
New balance: the new balance to be assigned for the current/new counter.
Please note: In the Excel file, the new balance is a decimal value. In Strobbo, this is in hours:minutes.

Now that you have the export, you should:

Make the necessary changes to the file, taking care to note the points above, without deleting or adding lines.
Go to “Planning” - “Leave balances” and click “import”

When you click on import, you have two options:

Add to current balances: The balance is added to the current balance
Overwrite current balance: The current balance is overwritten with the balance in the file.

If you want to overwrite the current balances, you can choose to

take into account leave requested in the future.
If you do this, you must select the date from which this is valid.
Click “import”.
If your import is successful, you will see the message “import successful” at the top in green.
If your import is unsuccessful, you will receive an error alert. The error message will always inform you about which lines need data adjustments

Exporting balances to get an overview

Click on the blue “export” button.

A pop-up then appears, in which you select:

“Valid on”: the export only includes the existing balances which are valid on the date you choose.
“Absence types”: Only the absence types ticked in this list are included in the export.
“Statutes”: Only employees who have a statute included in this list are included in the export. This also filters the available list for Option 4, selected employees.
“Selected employees”: In this list you can further adjust your selection of which employees are included in the export.
“Make import-ready”: For an export purely for information, un-tick this box. If you do want to import this file later to make adjustments, follow the instructions for “Exporting balances for later import”.
“Include empty balances”: If you leave this box ticked, the types in which an employee has no leave balance will still appear in the list with a balance of 0.
- Once you have chosen all the necessary filters, click “export” to download data to an Excel file.
- The following pop-up appears. Click the arrow to download the export to your computer.
  
  The file contains the following details:
  - Display name, first name, surname
  - Number of working hours per week
  - Contract start and end date
  - Employee’s statue
  - Personnel number: The employee’s personnel number, taken from the social secretariat.
  - Employee’s national register: the employee’s national register number, taken from Strobbo.
  - Type: the type of leave registered in Strobbo.
  - Balance validity (from–to)
  - Starting balance: the employee’s starting balance.
  - Current balance: the employee’s current balance.
  - New starting balance: if you want to edit the starting balance
  - New balance: the current balance for the employee