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Data Migration & Setup

Live before
lunch.

How it works

Vacation Flow is built to be live the same day you sign up. Import your team's leave data from a CSV, or start fresh with sensible defaults — either way, you're up and running before you'd be done with the kickoff call somewhere else.

Balances, accruals, carryover days, past requests and who approved them all travel across with the import. Day one, your team sees the same numbers they saw on the last day of the old system.

1Day to live
0Onboarding fee
✓Self-serve
"

A non-technical admin can run the import without help. No data-services fee, no kickoff call, no waiting on a vendor to slot you into their onboarding queue.

Self-serve, end to end
01

CSV import for your existing data

If you're switching from another tool or a spreadsheet, export your team and their leave data as a CSV. Vacation Flow's import takes that file and walks you through it: upload, map your columns to Vacation Flow's fields, and your data is in. The mapping step is flexible — there's no rigid template your CSV has to match.

CSV
team_2026_export.csv42 rows · uploaded
Uploaded
Map your columns
employee_name→Full nameauto
work_email→Emailauto
days_remaining→Balanceauto
team→Departmentreview
02

Balances and history travel with the import

The numbers your team sees on day one match what they had on the last day of the old system. Balances, accruals, carried-over days, every past request and who approved it — all of it crosses the line. Review the imported data side-by-side with your CSV before going live, and fix anything that doesn't line up before flipping the switch.

Old system
Vacation Flow
Maya P.12.5d=12.5d
Andrey A.8d=8d
Karen H.21d=21d
Olivia M.0.5d=0.5d
✓All 42 balances reconcile
03

Self-serve from start to finish

The import is designed so a non-technical admin can run it without help. Step-by-step prompts, plain-language column matching, and validation errors that tell you exactly which row needs attention. No data-services fee, no kickoff call, no waiting on a vendor to slot you into their onboarding queue.

How a CSV import actually works
  1. 1Export your team's leave data from your current tool as a CSV.
  2. 2Upload the CSV in your Vacation Flow admin.
  3. 3Map your columns to Vacation Flow's fields — we suggest matches, you confirm them.
  4. 4Review the imported data side-by-side with your file.
  5. 5When everything looks right, take it live.
Source CSV
Imported in Vacation Flow
employee_nameMaya P.
✓
Full nameMaya P.
days_remaining12.5
✓
Balance12.5
start_date2025-01-15
✓
Hired onJan 15, 2025
Back to mapping
Take it live
04

Setup that doesn't need a manual

Sign up and you're already mostly configured. The standard leave types are there, a sensible default policy is in place, the global holiday template is loaded for whatever country you signed up from. If that's close enough to how your company works, you can stop reading and just invite people. If you want to tweak something, every setting is two clicks away.

You're mostly configured
✓
Standard leave typesVacation, Sick, Maternity, Wedding, Other
Tweak →
✓
Default annual policy20 working days · accrue monthly
Tweak →
✓
Country holidays loadedDetected from your timezone
Tweak →
✓
Working weekMon–Fri (change per office)
Tweak →
○
Invite your teamLast step — when policies are right
05

Inviting your team is the last step, not the first

Get your policies the way you want them, then bring people in. Drop a CSV with everyone's name and email, send invites one at a time as new hires sign their offer letters, or share a join link in your company chat and let people add themselves. They confirm their account, their balance is set, and they're booking leave the same day.

Invite your team
name@company.comi
Member▾
Send
or share a join link in chat
MPMaya P.Accepted
AAAndrey A.Accepted
KHKaren H.Sent
Bring your data

The same day you sign up.

Drop a CSV, map the columns, review side-by-side, and flip the switch. No data-services fee, no waiting in a vendor's onboarding queue.

Bring your CSVTalk to us