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.
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.
Each import can support up to 5,000 bookings. For larger datasets, divide your bookings into multiple files and upload them separately.
How to Import
Go to Time Management → Click on 3 dots on the top right → Import → Bookings.
Upload your Excel or CSV file.
The AI automatically maps the columns — no manual mapping needed.
Review the preview step, which shows:
How many bookings will be created
Which bookings already exist and will be skipped
Which rows will be skipped and why
Click Apply to complete the import.
File Requirements
Required columns:
Employee email
From date
To date
Policy name
Optional columns:
Duration
Half-day indicator
Booking status
Approved date
Important Notes
Employees must already be assigned to the relevant policy in Shapes.
Duplicate detection prevents re-importing the same bookings twice.
Common import errors — bookings with these issues will be skipped and not imported:
Employee not found in the system
Booking already exists
Unrecognized policy name
After the Import
Once complete, imported bookings will be available in two places:
The employee's profile → Time Management tab
Time Management app → Requests tab