A useful starting point, even before you sign up.

1. 1

   Choose one trusted source

   Decide which file or system owns your current employee information. Keep a copy before making changes.

2. 2

   Review records before moving them

   Check names, work email addresses and duplicate entries. Ask the right internal owner to resolve conflicting information.

3. 3

   Use the current in-product template

   HourSquare has employee CSV import with preview. The current template inside the product defines its supported columns. This guide is not an import-ready CSV.

4. 4

   Compare, then plan access

   Review the import result. Decide separately when to send invitations. Policies, balances, payroll and documents need their own scope check.

1. 1

   Which types of leave do you need?

   List the categories your company uses and who is eligible. Separate those choices from the rules for counting days.

2. 2

   How should working days be counted?

   Have your working week and holiday approach ready. Different workplaces may need different settings.

3. 3

   Who reviews a request?

   Identify the people responsible for approvals and what should happen when the usual reviewer is away.

4. 4

   What happens to existing balances?

   Check how current balances and future approved leave will be handled. Do not assume they arrive through the employee CSV.

These are preparation questions, not legal advice or a default leave policy.

1. 1

   Set a clear expectation

   Tell people which tasks move, on which date and what to keep using until then. Do not send invitations before the intended access is ready.

2. 2

   A draft you can adapt

   From [date], we will use HourSquare for [chosen tasks]. Your invitation will come to [work email]. Until then, continue using [current process]. For help, contact [internal owner].

3. 3

   Keep joining simple

   Ask colleagues to use their invitation. If the link is missing or expired, your company administrator can help check the address and issue the appropriate invitation.