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.

    If a user was part of a department at the time of the leave request but has since been moved to another department, they will not show up in the export for their previous department.

  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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Export options

The option to export leave data on a monthly basis is only available with an upgrade to at least the mini plan or above.

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What’s Included in the Exported Excel File?

The exported Excel file contains three sheets:

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Allowance

This sheet provides an overview of user allowances for the selected time frame. The columns included are:

  • User ID
  • Custom ID
  • Name
  • Email
  • Status
  • Employment start date
  • Employment end date
  • Department (if multiple, separated by commas; if only one department is selected before export, only users from that department will be shown)
  • Allowance type
  • Allowance unit (either days or minutes)
  • Ignore allowance limit (true/false)
  • Carryover (from previous year before the selected year)
  • Allowance (selected year)
  • Compensatory time off
  • Taken
  • Remaining
  • All leave types created in the system (including deleted ones, which will be marked with (deleted) in brackets)

For the monthly export, the structure is the same except:

  • The “Carryover”, “Allowance”, “Compensatory time off”, “Taken”, and “Remaining” columns are removed.
  • Instead, a “Deducted from allowance” column is added.

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Leave

This sheet contains detailed leave request data with the following columns:

  • User ID

  • Custom ID

  • Name

  • Email

  • Leave type

  • Start date

  • Start at (time of day)

  • End date

  • End at (time of day)

  • Workday absence duration

  • Duration

  • Allowance unit

  • Reason

  • Created at

  • Created by

  • Status

  • Approval process

  • Approved at

  • Approved by

  • Cancelled at

  • Cancelled by

  • Declined at

  • Declined by

  • Decline reason

  • Take from allowance (true/false)

  • Allowance type (if true in the previous column)

    The “Take from allowance” column is affected by whether the leave type has “Ignore schedule” or “Ignore public holidays” toggled on. If either of these settings is enabled, the absence might not be deducted as expected.

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Absences per day

This sheet provides a breakdown of absences by individual days, including:

  • User ID
  • Custom ID
  • Name
  • Email
  • Leave type
  • Date
  • Month
  • Weekday
  • Full day (Shows the exact timeframe in hours if the leave type’s unit is set to hours, or will display “Full day”, “Morning”, or “Afternoon” for day-based leave types)
  • Status
  • Take from allowance (true/false)
  • Workday absence duration (dependent on the user’s working schedule)
  • Duration (dependent on the leave itself)
  • Allowance unit
  • 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.

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