When transitioning to Shapes from another system, importing your existing bookings helps ensure continuity and a smooth experience for your team. This includes both historical records and any future bookings that have already been submitted.
Follow the steps below to complete the import:
NOTE:: If you created your Public Holidays policy before April 6, 2026, you will need to recreate the policy and reassign it to all relevant employees before importing bookings. This ensures that vacation balances are calculated accurately, taking into account both past and future public holidays.
Step 1: Prepare your spreadsheet
Format your spreadsheet according to the structure shown in the sample file attached here.
Each import can support up to 5,000 bookings. For larger datasets, please divide your bookings into multiple files and upload them separately.
The import file should include following columns:
Employee work email
(Must match the employee’s email in Shapes)
From date
To date
Duration
(Use “Half day” where applicable; otherwise leave blank)
Time Away Reason
(Must match exactly as spelled in Shapes)
Approval Status
(Approved / Pending)
Mapping
Use the titles of Time Away Reasons, not the individual policy name
Ensure that any unapproved requests are marked as Pending
Include “Half day” where relevant so that balances are calculated accurately
Step 2: Navigate to the import tool
Time Management → Import → Bookings
Step 3: Upload your file
Upload your spreadsheet and follow the on-screen steps to complete the import.
NOTE: Here are a few common issues the platform may flag. Any bookings with these errors will be skipped and not imported:
Employee not found in the system
Booking already exists
Unrecognized Time Away Reason
Step 4: Review imported bookings
Once the import is complete, bookings will be available:
On employees' profiles > under Time Management tab
Under Time Management app → Requests tab
