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How do I import approved leave data into the Scheduler?

Avoid creating understaffed rosters or schedule conflicts by importing approved leave data into your Scheduler.

Marie Claire Saliba avatar
Written by Marie Claire Saliba
Updated over 6 months ago

Table of Contents

Overview

When preparing your team's roster in the Scheduler, you need to know who has leave booked and when. If you can do this without going back and forth between tabs or splitting your screen, then you'll also be boosting your efficiency and limiting room for error.

With all of this in mind, you'll love the ability to import approved leave into the Scheduler! Indigo Attendance provides two ways to do this: manually, and automatically.

Manually Importing Leave into the Scheduler

  1. From Indigo's main screen, go to Attendance > Scheduler.

  2. From the date picker, select the week you want to view.
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  3. In the top-right corner of the Scheduler, click the three-dot icon, hover over the Scheduler option and click Import Leave.
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All approved leave entries will be imported into the Scheduler.

Auto-Importing Leave into the Scheduler

You can set Indigo to automatically import approved leave entries into the Scheduler.

  1. Go to Attendance > Settings > Attendance > Scheduler.

  2. Click Edit, then under the Leave Import section, select the 'Automatically Import Leave to Scheduler' checkbox.
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  3. Finally, click Save.

The next time you access the Scheduler, it will be fully updated with all approved leave requests. From now on, you can rest assured any changes to leave that have been processed by the authoriser will show in your Scheduler—whether they're approvals, deletions, or cancellations.

💡 Top Tip: If you want 'Out of Office' and/or 'Working Remotely' leave entries to show in your Scheduler, make sure the respective options are ticked in the Leave Import settings.

⚠️ Important!: If you DON'T turn on the setting 'Allow import of overlapping shifts', then any imported approved leave will not automatically override shift presets. Instead, you will see a warning next to the leave and shift preset cells in the Scheduler. This identifies such instances so that you can then take appropriate action.

Fixing Issues After Importing Leave

There are two ways to resolve issues that come up after leave has been imported (especially those resulting from leaving 'Allow import of overlapping shifts' switched off):

  1. Remove the shift entry: if the approved leave is for a full day, remove the shift from the cell.

    • Example: After deleting the shift, the cell will only contain the leave information.
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  2. Amend the shift entry: if the approved leave is only for part of the day, edit the shift entry's timings. This ensures that the information shown for both the leave and the shift adds up to the day's total possible working hours.

    • Example: On this day, the employee has leave approved from 07:00 till 15:15. Their ordinary Support shift spans from 07:00 till 17:00, so their shift has been edited to span from 15:15 till 17:00.
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After importing leave records, you can:

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