Importing leave balances from Crystal Payroll to Timble

Overview

This guide explains how to update employee leave balances in Timble using Crystal Payroll's leave balance report. This integration allows employees to view their available leave balances directly in the Timble app when they apply for leave and helps managers make informed decisions about leave approvals.

Prerequisites

• Admin or manager account with "Can manage integration" permission in Timble
• Access to Crystal Payroll system

Step-by-Step Guide

1. Export Leave Balance Report from Crystal Payroll

• Log in to Crystal Payroll
• Navigate to the Report Centre → Company Analysis → Leave Entitlement Summary
• Choose all employees and then export as a CSV file

2. Upload the Report to Timble

• Log in to Timble with your admin or manager account
• Navigate to the Settings → Integrations
• Open Crystal Payroll integration and switch to Leave Balance tab
• Click the "Upload CSV" button
• Select the CSV file exported from Crystal Payroll

3. Verify and Save the Data

After uploading the file, Timble will display a preview of the leave balance data. Review the following:

• Ensure all employees are correctly matched
• Check that leave balances are accurate
• Verify leave types are correctly categorised (Annual Leave, Sick Leave, Alternative Leave)
• Click "Update" to update the leave balances

Important Notes

• The system will match employees using Staff ID first, then Employee Name if Staff ID is not available
• Only Annual Leave, Sick Leave, and Alternative Leave types are supported
• The update history is maintained for audit purposes
• Leave balances will be displayed in the configured units (hours/days)

Viewing Updated Balances

After successful synchronisation, leave balances can be viewed in several places:

• Employee Profile pages
• Leave request forms
• Mobile app (if enabled for members)

Troubleshooting

If you encounter any issues during the upload process, check for these common problems:

• Incorrect file format (must be CSV)
• Missing required columns (Staff ID, Employee Name, Leave Type, Leave Balance)
• Unmatched employees between systems
• Unsupported leave types