How to: Export leave data via Excel
Exporting leave data in absentify can be incredibly useful for tracking, analyzing, and reporting employee absences. Whether you're a department head or in HR, knowing how to pull accurate leave records for specific time periods is crucial.
With absentify’s Excel export feature, you can easily generate detailed reports to keep your records organized and compliant. In this guide, we’ll walk you through the steps to export leave data and explain what to expect from the exported Excel file.
Access Export Feature
Head over to the Settings > Export section in your absentify dashboard.
Select a Time Range
Choose the exact time frame for your export. You have the option to export data for a specific month or an entire fiscal year, whether that’s the previous, current, or upcoming year. Keep in mind that it's important to conduct this export within 12 months after the end of a fiscal year—otherwise, the data will be lost forever. This is key for companies that require leave data for audits or internal reviews.
Choose a Department
After selecting the time frame, you can either filter by specific departments or select "all departments" to export data for the entire company. This flexibility is especially helpful when different departments need separate reports.
Download the Excel File
Once the desired parameters are set, click to export the data. An Excel file will be automatically downloaded containing three different sheets, each packed with relevant details.
Allowance Overview
The first sheet provides a comprehensive overview of all the users in the selected department(s). You’ll find critical employee information such as:
User ID
Custom ID
Email Address
Employment Status (active or archived)
Employment Start Date
Employment End Date (for archived users)
Department(s) the user is assigned to
Allowances allotted to the user
Leave overview for each user, including remaining leave for the time frame selected.
Leave Request Details
The second sheet dives deeper into each individual leave request. It includes detailed fields like:
Leave Type
Start Date/Time and End Date/Time
Workday Absence Duration
Total Duration
Allowance Unit
Reason for the absence
Created and Approved by whom, including timestamps
Canceled/Declined details if applicable
Whether the leave was deducted from the user’s allowance.
Absences Per Day
The final sheet provides a simple overview of absences broken down by day. This sheet includes:
Leave Type
Date
Month
Weekday
Full Day (Yes/No)
Leave Status
Whether the leave was deducted from the user’s allowance.
The export feature offers a comprehensive and customizable way to gather and analyze absence data. By setting specific time ranges and choosing individual departments, you can ensure that your reports are tailored exactly to your needs.
The organized breakdown across three sheets also means you get a bird’s-eye view of users, plus detailed insights into individual leave requests. Whether for audits, reviews, or internal reporting, this feature helps you maintain accurate records and ensures data-driven decisions.
For further questions, feel free to contact absentify support, or if you have feature suggestions, leave them on our roadmap. We're here to help you make absence management easier!
With absentify’s Excel export feature, you can easily generate detailed reports to keep your records organized and compliant. In this guide, we’ll walk you through the steps to export leave data and explain what to expect from the exported Excel file.
Step-by-Step: How to Export Leave Data
Access Export Feature
Head over to the Settings > Export section in your absentify dashboard.
Select a Time Range
Choose the exact time frame for your export. You have the option to export data for a specific month or an entire fiscal year, whether that’s the previous, current, or upcoming year. Keep in mind that it's important to conduct this export within 12 months after the end of a fiscal year—otherwise, the data will be lost forever. This is key for companies that require leave data for audits or internal reviews.
Choose a Department
After selecting the time frame, you can either filter by specific departments or select "all departments" to export data for the entire company. This flexibility is especially helpful when different departments need separate reports.
Download the Excel File
Once the desired parameters are set, click to export the data. An Excel file will be automatically downloaded containing three different sheets, each packed with relevant details.
What’s Included in the Exported Excel File?
Allowance Overview
The first sheet provides a comprehensive overview of all the users in the selected department(s). You’ll find critical employee information such as:
User ID
Custom ID
Email Address
Employment Status (active or archived)
Employment Start Date
Employment End Date (for archived users)
Department(s) the user is assigned to
Allowances allotted to the user
Leave overview for each user, including remaining leave for the time frame selected.
Leave Request Details
The second sheet dives deeper into each individual leave request. It includes detailed fields like:
Leave Type
Start Date/Time and End Date/Time
Workday Absence Duration
Total Duration
Allowance Unit
Reason for the absence
Created and Approved by whom, including timestamps
Canceled/Declined details if applicable
Whether the leave was deducted from the user’s allowance.
Absences Per Day
The final sheet provides a simple overview of absences broken down by day. This sheet includes:
Leave Type
Date
Month
Weekday
Full Day (Yes/No)
Leave Status
Whether the leave was deducted from the user’s allowance.
The export feature offers a comprehensive and customizable way to gather and analyze absence data. By setting specific time ranges and choosing individual departments, you can ensure that your reports are tailored exactly to your needs.
The organized breakdown across three sheets also means you get a bird’s-eye view of users, plus detailed insights into individual leave requests. Whether for audits, reviews, or internal reporting, this feature helps you maintain accurate records and ensures data-driven decisions.
Need help?
For further questions, feel free to contact absentify support, or if you have feature suggestions, leave them on our roadmap. We're here to help you make absence management easier!
Updated on: 12/09/2024
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