Import Entitlement - Bulk updating Users' entitlement

Who this guide is for: System administrators – Requires 'System Admin' role and Entitlement Setup permission

Overview:
This guide explains how to bulk update user entitlement balances using the Import Entitlement tool in edays. This allows administrators to update entitlement values for both the current and next year by exporting, amending, and reimporting a CSV file.

How Import Entitlement Works:
The Import Entitlement tool is designed to simplify mass entitlement adjustments, such as increasing next year’s allowance or correcting current balances. If no entitlement is set for next year, users will not be able to book future holiday—so this tool is essential for year-end preparation.

How to Import Entitlement in Bulk:
Step 1: Access the Import Tool

1. Go to Admin Tools > Admin Panel.
2. Navigate to Users > Import Entitlement.

Step 2: Export the CSV
Configure the export settings:

• User Identifier: Choose how edays will match users (e.g. User Login is recommended if unsure).
• Entitlement Element: Select the element (e.g. Annual Leave) to update—only one can be selected per import.
• Time Unit: Choose Days or Hours.
• Field Delimiter: Select Comma, Semicolon or Tab (Comma recommended for Excel 2013+ users in the UK).
• Template filter: Select the template of users you wish to update, or All templates if you wish to update all 

Click Download all current user data to export the file.

Step 3: Edit the CSV

1. Do not modify or remove column headers or user identifier fields.
2. Each user will have two rows:
   • Year = 0 = current year entitlement
   • Year = 1 = next year entitlement
     Do not change this column.
3. Delete any rows for users you don’t want to update.
4. Edit the entitlement values as needed (e.g. set 25 for next year’s entitlement).
5. Save the file in CSV format.

Step 4: Import the CSV

1. Return to Admin Tools > Admin Panel > Users > Import Entitlement.
2. Reconfigure the top of the screen to match your original export settings (User Identifier, Time Unit, etc.).
3. Scroll down and click Choose File, then select your amended CSV.
4. Select the Import Type:
   • Adjustment to base entitlement value – adds the entitlement value to current entitlement
   • New Base Entitlement Value (Recommended) – replaces the base entitlement value with the new value in the file.
   • New remaining entitlement balance – sets the remaining balance to the value indicated in the file.

Click Import Entitlement to begin the upload.

Warning: Do not close the page or browser during import—this may result in data loss.

Additional Information:

• Import Entitlement: Used to bulk manage leave balances across current and future leave years.
• Requires 'System Admin' role and Entitlement Setup permission.
• Tip: Always keep a backup of the original export before making changes.
• This process can be repeated throughout the year as needed.
• Use the search function within the platform to quickly find features or settings.