Implementing Time Off
When you transition to using Time Off in ChartHop, we will rebuild employee request history for the current policy year. This allows for previous requests to be edited even if they weren't requested in ChartHop.
There are two components to implementing time off: ChartHop setup and internal enablement.
ChartHop Setup
Starting balance
Since carryover was handled in a different system, administrators will upload employees' starting balance of policy balance + carryover from the previous year.
You can access the CSV file by creating a time off policy --> adjustments --> import balance. This will give you a CSV with employee names, personId, and a column for the updated balance.
Request history
We will then upload your employees' request history. We recommend doing this by country to make it easier to review data.
For requests that span the policy year from the last year (example: I'm transitioning to ChartHop in 2025, but have requests that span from 12/2024-1/2025), the requests need to be split into different rows.
Example: A request from 12/24/2024-1/3/2025 would be split into two rows on the CSV upload:
12/24/2024-12/31/2024
1/1/2025-1/3/2025
Column Header | Description |
|---|---|
contact.workEmail | Unique identifier for employees |
timeOffPolicyName | The time off policy requests apply to |
timeOffStartDate | Start date of time off request |
timeOffEndDate | End date of time off request |
timeOffDays | Number of days requested |
timeOffApproval | Approval status: APPROVED, PENDING, REJECTED, CANCELED, SUPERCEDED |
Uploading requests
Requests can be uploaded once a time off policy is ACTIVE. Verify filters and ensure all employees are encapsulated.
Upload requests via our importer in admin --> Import spreadsheet data
Troubleshooting tips
- Requests were uploaded and say "Non ChartHop policy"
- Verify that the employee was in an active policy at the time of upload
- No balances were changed
- Check that the policy was set to "limited"
- Verify that you are uploading a different value than the starting balance
Internal Enablement
We recommend setting a cutoff date — the date at which employees will stop requesting time off in their old system, and when they will start requesting in ChartHop.
In the setup process, your team will determine a cutoff date. After that date, no more requests will be made in your old system.
By that date, all requests will be uploaded into ChartHop — any last-minute requests can be uploaded or re-requested in ChartHop.
See Enablement examplesEnablement examples for emails to send to employees and managers