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Leave Management Report

Lisa Kirby
  • Updated
Note: Deputy accounts created on 14th April 2025 or later will not have access to Deputy Reports and should instead utilise Deputy's new reporting tool, Analytics+

Please read an Introduction to Deputy Reports for information on how System Administrators and Location Managers can access Deputy reports.

Note that Location Managers can only see information for the relevant team members at locations they manage in Deputy.

Click on Reports then scroll down to Leave Management Report and View Full Report.

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Leave Management

Leave management allows you to generate a report for your team member's leave entitlements filtering by:

  • Location
  • Team member name
  • Leave type
  • Whether they are entitled to leave (ie. has the leave type been assigned to them)
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This page also allows you to:

  • Edit a team member's leave balance (and view the change history)
  • Import Leave Balance from a spreadsheet
  • Export the report as a CSV file
  • Configure your organisation's leave entitlements via Leave settings
  • View and link to any leave awaiting approval

Import leave balance from a spreadsheet

If you would like to update your team member's leave balances in bulk via a spreadsheet you can do this by importing the excel or CSV file in Deputy.

Note: you must have the leave type already assigned to the team member to be able to import the leave balance for that leave type.

1. On the Leave management report page, click on Import Leave Balance.1 import leave balance.png

2.Click on the link to the sample file to download a template to enter your data in. Ensure that the data is entered in the correct format then save the file as an .xls or .csv file.

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3. Click on Import from Excel/CSV to upload your updated file.

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4. Use the drop down menu for each field to map the required fields to the excel file field then click Next. 4 map data fields.png

5. The number of records successfully imported will be displayed. If you have an error, click Fix error records to find out more about the issue. The error in this example related to the employee name being spelled incorrectly. Correct any errors and import again using the same process.

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6. You can see on the Leave management page that the Employees leave balance has been updated with the hours imported from the file. You may need to click on the Reload button at the top left to refresh the new leave balances.  6 leave balance displayed.png

Data fields in Import leave balance file

Field Data format required Comments
Employee 

You can enter any of these to identify the employee:

  • Employee display name in Deputy
  • Employee email
  • Employee's Deputy ID
  • You can not use the Payroll ID to identify employees for this import
  • You can find out the employee Deputy ID by clicking Export CSV on the leave management report page to export a list of employees with their corresponding Deputy ID.
Transaction date YYYY-MM-DD  
Leave rule The name of your leave type you wish to update the balance for  
Hours numerical value To avoid confusion, check whether you track leave in days or hours for each leave type before you enter these values and import the leave balance.
Days (optional) numerical value
Comment (optional) text This comment is not displayed in the employee's profile or leave balance

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