Articles about: Reports, Importers and Exporters

I05 - How to register bulk exemptions

Leave Import feature was created to bring more agility and practicality to your daily operations. With it, you can enter full-day, partial, or multi-day leaves for multiple employees simultaneously, eliminating the need for individual manual entries.


In this article, you will learn:

  • How to access the importer;
  • How to fill out the template spreadsheet;
  • How to import data into the platform;
  • Rules and points to note.


How to access and download the template spreadsheet


  1. In the side menu of the Management website, click on Management . Then select Reports and Records .



  1. In the "importers" list, select option I05 - File Importers.


  1. Fill in the importer filters


  • In "import type", select the Users option.



  • Below, select the desired file extension to download the template spreadsheet for filling in the information.



💡 Tip: Choose the .xlsx . It's the safest, as it eliminates the need for manual cell configuration and avoids import errors. The CSV format lacks visual formatting, and the older .xls format requires adjustments that, if ignored, can corrupt your data.



How to fill out the template spreadsheet


The spreadsheet is divided into three main sections to facilitate organization. Below, we detail the required and optional fields.


  1.  Exemption Information (Identification and date fields are required)

This data identifies who will receive the leave and the reason why.

  • Password (PIN): The employee's unique identifier. Learn more about default passwords in this article .
  • Default reason: Must be filled in exactly as registered in the system.
  • Date of dismissal: The day the dismissal begins.
  • Days off: Number of days. If greater than 1, the system considers it a multi-day leave.




  1.  Leave Information (Schedule settings for partial leaves)

Fill in these fields only if the leave is not for the entire day.

  • Part of the day by interval (Y/N): Check "Y" if the leave is only for a specific period and not for the whole day, and you want to enter the start and end dates of the leave, instead of its total duration.
  • Start time: Start time of the leave. Required if it is a partial leave.
  • Is the start time the following day? (Y/N) : Check "Y" if the leave starts after midnight on the day the leave begins. Check "Y" only if you want to add the leave on a specific day, but with the hours of the following day.
  • End time: Time the leave ends. Required if it is a partial leave.
  • Is the end time the following day? (Y/N) : Mark "Y" only if the leave ends on a day later than the start date of the leave, and if the leave is partial.
  • Part of the day by duration (Y/N) : Check "Y" if the leave is only for a specific period and not for the whole day, and you want to enter its total duration instead of the start and end dates of the leave.
  • Expected duration of leave : Fill in if it is a leave with a set duration (HH:MM format).




⚠️ Attention: For partial absences, you must choose to fill in either by interval (start and end time of the absence) or duration (total time of the absence). Therefore, you will need to fill in columns E to I for interval, or columns J and K for duration.


  1.  Medical Data

These fields serve to enrich the record, but may remain blank if they do not apply. Columns L through U should be filled with information about the professional responsible for the care resulting from the leave, such as the professional's name, class, specialty, ICD code, and other relevant data.



  1.  Calculation settings

Here you define how this absence will impact the timesheet. If left blank, the system will use the default rule already registered for the reason.

  • Expected break duration : fill in this field only in cases of partial leave. Indicate the break time the employee is entitled to, taking the leave into account. Note: this field does not refer to the break actually taken, but rather to the expected or anticipated duration according to the employee's rights.
  • Deduct Paid Weekly Rest (Y/N): Mark "Y" if this leave should deduct the Paid Weekly Rest.
  • Ignore days off (Y/N): Check "Y" so that the leave is not applied to days when the employee would already be off.
  • Calculation method: If you want to enforce a specific rule for this import, you can fill in one of the three exact values ​​below. If not filled in, the default value defined in the default reason used in the exemption will be used.
    • deduct_time_from_day_work_hours : This option "neutralizes" the hours. The system understands that the employee did not need to work during that period. The hours are not added as worked, but they are also not deducted as an absence. It's as if the workday for that day was reduced.
    • consider_as_hours_worked : The system counts that absence time as if the employee were present. In other words, those hours are positively included in the "hours worked" record, ensuring that the day is fully accounted for.
    • consider_as_absence : Used when the absence is recorded only for historical purposes, but the time should be deducted from the employee's pay. The system records the period as an unjustified absence for payment purposes, generating a deduction in the time bank or payroll.



⚠️ Attention: To ensure your import proceeds without inconsistencies, please pay attention to these rules:
  • Partial Leaves: Filling in the start and end is mandatory for breaks.
  • Optional fields: If you do not fill in optional fields (such as medical data), the system will ignore them or use the default settings for the selected reason.
  • Limitations:
    • It is not possible to import exemptions containing attachments (scanned certificate files must be inserted manually if necessary).
    • It is not possible to edit the dismissal reason settings through the spreadsheet; it is only used to record the dismissal.


How to upload the completed spreadsheet


  1.  After filling out the spreadsheet according to the defined objective, save the file. If you are using Excel, click on "File", then "Save", or press CTRL + S.


  1.  Return to the Management website , in the same location instructed in item 1, and select option I05 - File Importers again. Click the " attach " button, and select the file on your computer with the information you filled in.



  1. Finish by clicking import.



  1. Please wait for the spreadsheet import process to finish.




  1. Once the process is complete, a report will be generated with import feedback. Please ensure that the exemptions have been created.


This delivery represents a major step in automating your HR processes, generating significant productivity gains.


If you still have questions or need assistance, contact our Support team via the chat integrated into the Pontotel Gestão website or via WhatsApp !

Updated on: December 29, 2025

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