You enter the vacation quota that an employee is entitled to in a calendar year as an adjustment. Employees can always see their current vacation balance in the web and mobile application.
You can enter the quota in two ways:
manually for a single user,
by importing a CSV file for several users at once.
Entering vacation for a single user
This option is suitable for a smaller number of users and for corrections.
1. Go to Timelines > Employee day, select the user and click Add adjustment.
2. Select the adjustment. The following are relevant for vacation:
Override balance of vacation days – replaces the existing vacation balance with the value entered. Use it for the first entry of the quota and for corrections.
Override balance of old vacation days – the same for last year's vacation.
Vacation entry – adds the value entered to the existing vacation balance or subtracts it. Use it for later additions, e.g. extra days for years of service.
Last year vacation entry – the same for last year's vacation.
3. Enter the value (number of days) and the date, then click Ok.
❗ The Vacation entry counter includes both last year's and this year's vacation.
Example: this year's and last year's vacation
An employee has 6 days of last year's vacation and 25 days of this year's vacation. Enter the adjustments Last year vacation entry: 6 and Vacation entry: 31 (25 days of this year's and 6 days of last year's vacation).
When vacation is added, both counters go down. Both balances are shown in the Vacation section on the right.
💡 By default, unused last year's vacation is cut on 1 July, and on 1 January the remaining vacation is moved to last year's vacation. You can change these limits in the calendar, as described in Last year's vacation balance validity.
Importing a CSV file for several users
For a larger number of users, importing a file is faster. Two options are available:
Import vacation (CSV) – the annual vacation quota for all employees at once,
Update users balances – this year's and last year's vacation balance and the overtime balance.
Importing the annual vacation quota
The imported values are recorded as adjustments on the date you select during the import.
1. Go to Users, click Actions and select Import vacation (CSV).
2. In the Import employee vacation window, download the template file by clicking here.
3. Fill in the template. The file has four columns:
Email – the employee's email address; we recommend it if several employees have the same first and last name,
Firstname – first name (required),
Lastname – last name (required),
Vacation quota – number of vacation days (required).
Save the file with UTF-8 encoding. Do not rename, delete or add columns.
4. Under Delimiter, select the separator used in the file: comma (,) or semicolon (;).
5. In the Import date field, select the date on which the quota should be entered, for example 01/01/2026.
6. Click Select file and choose the completed file.
7. Set the Override existing vacation quota? option:
selected – if a vacation adjustment already exists on the selected date, the imported value replaces it,
cleared – the imported value is added as a new adjustment and added to the existing one.
8. Check the preview and click Import. If the import fails for an employee, the reason is shown in the Import message column.
Example: you import 21 vacation days with the import date 1 January 2026, and the employee already has an adjustment of 10 days on that date. If the option is selected, the 10-day adjustment is replaced with 21 days and the balance is 21 days. If it is cleared, 21 days are added to the existing 10 days and the balance is 31 days.
💡 If you are unsure which setting to use, run the import for a single employee first and check the result under Timelines › Employee day.
Updating vacation and overtime balances
With Update users balances, you import this year's and last year's vacation balance and the overtime balance, for example when you start using All Hours.
1. Go to Users, click Actions and select Update users balances.
2. In the Update balances window, download the template file and fill it in. First name and last name are required. The email address is optional, but we recommend it if several employees have the same first and last name.
Balance columns in the template:
Running balance – overtime balance,
Vacation balance – this year's and last year's vacation together,
Last year vacation balance – last year's vacation.
3. Select the separator you used, set the Date of insert from which the new balances apply, and import the file.
Vacation quota in the user profile
You can also set a user's vacation quota in their profile, on the Time & Attendance tab in the Vacation quota field.
