Implementing Time Off

overview 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, administratrs 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 employee's 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off request timeoffdays number of days requested timeoffapproval approval status approved, pending, rejected, canceled, superceded uploading requests requests can be uploaded once a time off policy is active verify filters and ensure all employees are encapsulated upload requests via our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 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 sytstem, and when they will start requesting in charthop in the setup process, your team will determine a cut off 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 examples docid\ hf6e9lpkwzu1ekx4z1ye2 for emails to send to employees and managers