This article explains how HR admins can use the Excel-based bulk upload feature in HReasily Pro to assign leave types to many employees at once, reducing repetitive manual setup during onboarding or policy updates.

Use this feature when you need to assign or un-assign one or more leave types for multiple employees in the same period.

Problem

Assigning leave types one employee at a time can be slow and error-prone, especially for large organisations. HReasily Pro provides a bulk upload workflow that lets you generate a template, update assignment details in Excel, and upload the file back for processing.

Symptoms

• You need to assign the same leave setup to many employees.

• You want to update leave entitlement details in bulk.

• Manual leave assignment is taking too much time.

• You need a safer way to review changes before applying them.
  
  

Prerequisites

• You have access to HReasily Pro as an admin user.

• The required leave period is already available for your company.

• The leave types you want to assign are already set up in that leave period.

• You know which employees should be included.

Solution

Step 1: Open the bulk action page

In HReasily Pro, go to Leave, then open Leave Settings and select the Leave Types tab. Click Bulk Action Leave Type.

Expected result: The Bulk Action Leave Type page opens, with tabs for bulk actions.

Step 2: Go to Bulk Upload

On the Bulk Action Leave Type page, select the Bulk Upload option.

Expected result: You see the Bulk Upload page with an import area and tabs for Process Status and Import Leave Type Data. The import tab opens first.

Step 3: Select the leave period and leave types

Choose the relevant Leave Period. Then select one or more Leave Types from the list available for that leave period.

• The leave period is single-select.

• The leave type field supports multiple selections.

• You can select up to 10 leave types.

• Selecting leave types is required before generating the template.

Expected result: The leave type list is populated based on the selected leave period, and your selected leave types appear in the field.

Step 4: Find and select employees

Use the search field to find employees by name, email, employee ID, or designation. You can also filter the list by employee status, such as Active Employees, Off Boarded Employees, or Upcoming New Joiners.

Select the employees you want to include from the table.

• Active Employees is selected by default.

• You can combine search and filter conditions.

• You can use row selection, page selection, or select all where available.

• The maximum selected employee count is 2000.

Expected result: The employee list updates to match your search and filter choices, and your selected employees are ready for template generation.

Step 5: Generate the Excel template

After selecting leave types and employees, click Generate Template.

The system creates a file in the background and redirects you to Process Status.

Expected result: A generation job appears with an initial status of In Queue, then changes to Completed. Once completed, a download option becomes available.

Step 6: Download and complete the template

Download the generated Excel template. The file contains one worksheet for each selected leave type, and each worksheet contains the selected employees.

The generated file pre-populates existing assignment information where applicable. This helps you review current settings and update only the records that need changes.

In the template, complete or review these fields:

• Assign? must be Yes or No.

• Entitlement is required when Assign? = Yes.

• Encashment Cap is optional but must not exceed entitlement.

• Valid Till? is required when Assign? = Yes.

• Enable Hourly Leave? must be Yes or No when assignment is enabled.

Do not edit system-generated locked columns such as leave period, employee ID, employee name, designation, and leave type.

Expected result: The completed Excel file is ready for upload with valid assignment data.

Step 7: Upload the completed template

Return to the Import Leave Type Data tab and upload the completed Excel file using the drag-and-drop area or file picker.

Expected result: The system sends the file for validation and shows the upload process in the Process Status tab.

Step 8: Review the processing result

On the Process Status tab, monitor the upload result.

• If the status is Completed, the leave type assignments have been applied.

• If the status is Error, download the error report, correct the highlighted cells in your file, and upload again.

• Use Refresh Page to check for the latest status when a job is still in queue.

Expected result: Valid uploads update employee leave type assignment settings in HReasily Pro.

Verification

To confirm the bulk update worked correctly:

1. Open the relevant leave type assignment area in HReasily Pro.

2. Check a few employees from the uploaded file.

3. Confirm the leave type assignment status matches the Assign? value in the Excel file.

4. Verify that entitlement, encashment cap, valid till date, and hourly leave settings were updated where applicable.

If you uploaded a file with Assign? = No for a leave type, confirm that the employee is no longer assigned to that leave type.

Preventive Guidance

• Generate a fresh template each time so it matches the current leave period, leave types, and employee selection.

• Review selected employees carefully before generating the template.

• Do not change locked columns in the spreadsheet.

• Use only valid dropdown values such as Yes and No where required.

• Check date and numeric fields before upload to avoid validation errors.

• When testing a new process, try a small employee batch first before processing a large group.