Importing leave from payroll vendors

If you manage leave in your payroll system (PaySpace or SimplePay), Timed pulls those leave records every night so the Daily Shift Report and late clock-in alerts know who's off, without anyone entering leave in two places.

The import runs nightly at 21:00.

Supported vendors

Vendor	What's imported
PaySpace	Leave applications for the current month, including their status (so approvals, rejections and cancellations in PaySpace are reflected in Timed).
SimplePay	Leave recorded in SimplePay for the current month. Leave that is cancelled or deleted in SimplePay is removed from Timed on the next nightly import.

Setup

There's no separate "enable leave import" switch. Leave is imported automatically once your payroll vendor is connected:

1. Connect your payroll vendor under Integrations → Payroll Settings and make sure Test Connection succeeds. See Payroll integrations.
2. Make sure each employee's payroll number in Timed matches their employee number in the vendor. Leave records are linked to Timed employees by payroll number.
3. Leave appears after the next nightly import at 21:00. If you need an earlier month imported, contact Timed support and we'll run it for you.

What gets imported

For each leave record in the vendor:

• Employee (matched to Timed by payroll number)
• Leave type (mapped to Timed's types: Annual, Sick, Family Responsibility, Maternity, Study, Unpaid, Special)
• Start date and end date
• Number of days
• Status

Each import updates the records it already knows about rather than creating duplicates, so if a leave period is extended or changed in the vendor, Timed picks up the change the next night.

Where imported leave shows up

• On the employee's page (Employees → click the name → Leave tab).
• In the Daily Shift Report: employees on approved leave for the day are shown as on leave instead of being flagged as missing.
• In late clock-in alerts: employees on approved leave are skipped, so they don't trigger false "Not clocked in" emails.

Each company is imported separately

Every company's import uses its own vendor credentials. If one company's import fails (for example because its API credentials have expired), other companies are not affected, and Timed tries again the next night.

Troubleshooting

Symptom	Likely cause
No leave is being imported	Your payroll vendor isn't connected, or the connection has stopped working. Check Integrations → Payroll Settings → Test Connection.
Test Connection fails with an authentication error	The API credentials have been changed or have expired in the vendor. Enter the new credentials and test again.
A specific employee's leave isn't imported	Their payroll number in Timed doesn't match the vendor's employee number. Fix one or the other.
Leave is imported for some employees but not others	Same cause: payroll number mismatches. Check for leading zeros, spaces or different prefixes.
The same leave shows up twice	This can happen occasionally after a vendor-side system change. Contact Timed support and we'll clean up the duplicates.

If leave still isn't coming through after checking the above, contact Timed support and we'll check the import for your company.