Overview

Administrators are responsible for uploading yearly Quota for attendance activities and also making updates (monthly/yearly). In this manual, the first part is for Quota import (add quota or make changes) and the second part shows you how to check/download current Quota.

Activities that require Quota:

• There is a limit to what an employee can request – it is not unlimited.
• For example Vacation, Transfer vacation from a previous year, Bonus vacation, Sick Day, Doctor visit, Accompanying a family member & other custom activities.
• If there is no quota uploaded for the employee, he/she is not able to create attendance request for this type of activity.

Activities that do not require Quota:

• There is no limit.
• For example, an unlimited requests for Remote work, Business trips or Internal/External training.
• There is no quota uploaded for the employee, but he/she can create attendance requests for this type of activities.

Quotas can be uploaded:

• during opening of the new year based on the default quota setting
• by bulk Import – an excel sheet template where multiple employees can have multiple different quota uploaded
• individually for each employee

Please note that only employees with special permissions can use this functionality.

Upload Quota (import)

Step 1 – Settings

Click on Settings and select Attendance.

Step 2 – Quotas settings

Select Quotas settings.

Step 3 – Select company and import

If you have access to set up more than one company, you must import quotas individually for each one. First, select a Company.

Click Import quotas.

Step 4 – Download a template

Select Year.

Click on Excel template for import to download the template.

Open the file in your PC and click Allow changes.

Step 5 – Excel sheet

There are two possible formats of data:

a) Days (for example, 25 days of Vacation) or Halfdays (e.g., 10,5 days of Transfer Vacation)

b) Hours (for example, 56 hours for a Doctor visit)

If you are unsure about the format of quota (hours, days, date format etc.), you can check current quota – go back to previous step. Select Quotas overview button to download currently uploaded quota.

Columns description:

• Personal number – Please be aware is necessary to use personal numbers of employees in import. For example, “11000210”.
• Date from – enter the start date when the employee can actually use the request for the attendance activity. For example, FROM “7/3/2023”. The default setting (if you leave the field blank) is the first day of a calendar year, for example 1/1/2023 or the start date of the employment).
• Date to – enter the end date – the last day when the employee can actually use the request for the attendance activity. For example, TO “11/4/2023”. The default setting (if you leave the field blank) is the last day of a calendar year, for example 12/31/2023 or the end date of employment).

Step 6 – Change, delete or keep data

There are three rules:

• Change data – type in any numbers – it will overwrite the old data.
• Delete the old data – type in zero (0), the current quotas will be deleted.
• Keep the old data – if you leave the cell blank, no changes will be made.

Step 7 – Upload file

Save the file in your PC. Go back to HERON.

Click Choose file. Select the file from your PC.

Click Import.

Step 8 – How to solve errors

If there is a pop-up window “Import failed”, the file is not imported.

Click Download error file.

Check last columns. You will get an information specifying the incorrect data – for example, some mandatory fields are not filled in, an incorrect personal number etc.

If the data you inserted is correct, check for any typos & make sure there are no additional blank spaces at the beginning or ends of words.

Now, import the file once again.

Step 9 – Import successful

If there is a pop-up window “Employees have been successfully imported” with the count, the file is uploaded into HERON.

Check current Quota (download)

Step 1 – Settings

Click on Settings and select Attendance.

Step 2 – Quotas settings

Select Quotas settings.

Step 3 – Quotas overview

Go to Quotas overview.

Step 4 – View options

Default view allows you to display employees individually (current year).

View options:

A) Download a sheet with exported data

B) Historical Quotas – Select a different year than the current one

C) ALL / Filter only some employees:

• Main employment
• Secondary employment
• Agreement on temporary student job
• Work performance agreement
• Agreement on work activity
• Contractor