Export leave data

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.

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Step-by-Step: How to Export Leave Data

1. Access Export Feature

   Head over to the Settings > Export section in your absentify dashboard.

2. 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.

   It’s important to conduct this export within 12 months after the end of a fiscal year—otherwise, the data will be lost permanently. This is critical for companies that require leave data for audits or internal reviews.

3. 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.

4. Download the Excel File

   Once the desired parameters are set, click Data Export to generate your file. An Excel file will be automatically downloaded containing three different sheets, each packed with relevant details.

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What’s Included in the Exported Excel File?

The Excel file provides a detailed breakdown of leave data across three sheets:

1. Allowance Overview

   This sheet provides a comprehensive view of all users in the selected department(s), including:

   • User ID
   • Custom ID
   • Email Address
   • Employment Status (active or archived)
   • Employment Start and End Dates
   • Departments assigned
   • Allowances allotted
   • Leave overview, including remaining leave for the selected time frame.

2. Leave Request Details

   This sheet dives deeper into individual leave requests, with fields such as:

   • Leave Type
   • Start and End Dates/Times
   • Workday Absence Duration
   • Total Duration
   • Allowance Unit
   • Reason for Absence
   • Created and Approved by (with timestamps)
   • Canceled/Declined details (if applicable)
   • Whether the leave was deducted from the user’s allowance.

3. Absences Per Day

   This sheet provides an overview of absences broken down by day, including:

   • Leave Type
   • Date
   • Month
   • Weekday
   • Full Day (Yes/No)
   • Leave Status
   • Deduction status from the allowance.

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Benefits of Using the Export Feature

• Customizable Reports: Tailor your data export by selecting specific departments and time ranges.
• Detailed Insights: Gain an in-depth understanding of leave patterns, approvals, and department-specific trends.
• Audit and Review Ready: Maintain compliance with company policies and external audits by securely storing your absence records.