Export Clock-in Records
Home > Admin Mode > Clock-in Records > Export Clock-in RecordsOn the Admin Mode home page, administrators can select Clock-in Records and Management, then Export Clock-in Records. The system provides Clock-in Records with Schedule, Clock-in Records without Schedule, and Overtime Clock-in Records. Each type can be exported in Excel or CSV format.
Clock-in Records with Schedule (Excel)
Home > Admin Mode > Clock-in Records > Export Clock-in Records > Clock-in Records with Schedule (Excel)On the Admin Mode home page, select Clock-in Records and Management > Export Clock-in Records > Clock-in Records with Schedule, choose a date range, and export the records. The Excel file can be opened and edited in Microsoft Excel or another compatible spreadsheet application.
Data Format
| No. | Field | Description | Example |
|---|---|---|---|
| 1 | Schedule Name | Schedule name and date | Day Shift (Wed, 4/1) |
| 2 | Schedule Time | Scheduled start and end times | 2026-04-01 09:00-18:00 |
| 3 | Break | Scheduled break time | 12:00-13:00 |
| 4 | Start Work | Time when the user (employee) clocks in to start work | 2026-04-01 08:58 |
| 5 | End Work | Time when the user (employee) clocks out from work | 2026-04-01 18:03 |
| 6 | Clock-in Hours | Total time from Start Work to End Work | 8h 5m |
Clock-in Hours
Definition: Clock-in Hours is the total time from an employee's first clock-in to their final clock-out during a workday. It includes both working periods and breaks between them.
Calculation: Clock-in Hours = End Work time - Start Work time
Example: If an employee clocks in at 9:00 AM and clocks out at 6:00 PM, the Clock-in Hours value is 9 hours.
Note:
- Lunch and other breaks are normally included in Clock-in Hours.
Clock-in Records without Schedule (Excel)
Home > Admin Mode > Clock-in Records > Export Clock-in Records > Clock-in Records without Schedule (Excel)On the Admin Mode home page, select Clock-in Records and Management > Export Clock-in Records > Clock-in Records without Schedule, choose a date range, and export the records. The Excel file can be opened and edited in Microsoft Excel or another compatible spreadsheet application.
Data Format
| No. | Field | Description | Example |
|---|---|---|---|
| 1 | Date | Start date of the paired clock-in record | Fri, 2026-04-03 |
| 2 | Start Work | Time when the user (employee) clocks in to start work | 2026-04-03 02:59 |
| 3 | End Work | Time when the user (employee) clocks out from work | 2026-04-03 09:06 |
| 4 | Clock-in Hours | Total time from clock-in to clock-out | 7h 7m |
| 5 | Work Hours | Clock-in Hours converted to whole hours | 7 hrs |
Clock-in Hours
Definition: Clock-in Hours is the total time from an employee's first clock-in to their final clock-out during a workday. It includes both working periods and breaks between them.
Calculation: Clock-in Hours = End Work time - Start Work time
Example: If an employee clocks in at 9:00 AM and clocks out at 6:00 PM, the Clock-in Hours value is 9 hours.
Note:
- Lunch and other breaks are normally included in Clock-in Hours.
Work Hours
Definition: Work Hours is the exported whole-hour value calculated by subtracting Start Work from End Work. This field does not automatically deduct break time.
Calculation: Work Hours = whole hours in Clock-in Hours (minutes below one hour are discarded)
Example: If an employee clocks in at 8:57 AM and clocks out at 5:40 PM, Work Hours is 8 hours because the remaining minutes are not included.
Additional information:
- This field is for summary purposes only. Payroll and overtime pay should still be calculated according to the organization's attendance and break rules.
Overtime Clock-in Records (Excel)
Home > Admin Mode > Clock-in Records > Export Clock-in Records > Overtime Clock-in Records (Excel)On the Admin Mode home page, select Clock-in Records and Management > Export Clock-in Records > Overtime Clock-in Records, choose a date range, and export the records. The Excel file can be opened and edited in Microsoft Excel or another compatible spreadsheet application.
Data Format
| No. | Field | Description | Example |
|---|---|---|---|
| 1 | Date | Start date of the paired clock-in record | Fri, 2026-04-03 |
| 2 | Start Work | Time when the user (employee) clocks in to start overtime | 2026-04-03 02:59 |
| 3 | End Work | Time when the user (employee) clocks out from overtime | 2026-04-03 09:06 |
| 4 | Clock-in Hours | Total time from clock-in to clock-out | 7h 7m |
| 5 | Work Hours | Clock-in Hours converted to whole hours | 7 hrs |
Clock-in Hours
Definition: Clock-in Hours is the total time from an employee's first clock-in to their final clock-out during a work period. It includes both working periods and breaks between them.
Calculation: Clock-in Hours = End Work time - Start Work time
Example: If an employee clocks in for overtime at 6:00 PM and clocks out at 8:00 PM, the Clock-in Hours value is 2 hours.
Note:
- Breaks are normally included in Clock-in Hours.
Work Hours
Definition: Work Hours is the exported whole-hour value calculated by subtracting Start Work from End Work. This field does not automatically deduct break time.
Calculation: Work Hours = whole hours in Clock-in Hours (minutes below one hour are discarded)
Example: If an employee clocks in for overtime at 5:57 PM and clocks out at 8:13 PM, Work Hours is 2 hours because the remaining minutes are not included.
Additional information:
- This field is for summary purposes only. Payroll and overtime pay should still be calculated according to the organization's attendance and break rules.
Clock-in Records with Schedule (CSV)
Home > Admin Mode > Clock-in Records > Export Clock-in Records > Clock-in Records with Schedule (CSV)The exported CSV uses English field names. Records with a schedule include the Schedule field. The fields are described below:
| No. | Field | Description | Example |
|---|---|---|---|
| 1 | User ID | Unique ID of the user (employee) | dReHKiseggH3kiOlhnj876fheKle |
| 2 | Employee ID | Employee number of the user (employee) | 1 |
| 3 | Employee Name | Name of the user (employee) | Lin Xiaoming |
| 4 | Time | Clock-in time in Year-Month-Day Hour:Minute format | 2025-11-20 09:00 |
| 5 | Status | START means Start Work; END means End Work |
START / END |
| 6 | Schedule | Schedule name associated with the record | Central Office |
| 7 | Checkpoint | Checkpoint associated with the record | Office Area |
| 8 | GPS | GPS coordinates in latitude, longitude order | 24.1731843,120.6611364 |
| 9 | WiFi | Wi-Fi name used for a Wi-Fi-restricted clock-in | LOL520_2G |
| 10 | Bluetooth | Bluetooth device name used for a range-restricted clock-in | MSBeacon |
| 11 | NFC | NFC name and card serial number scanned for the clock-in | NFC01 - D2:6B:94:00 |
| 12 | Approved | YES means a make-up clock-in; blank means no |
YES |
| 13 | Created | YES means the record was added by an administrator; blank means no |
|
| 14 | Photo | YES means the employee uploaded a photo; blank means no |
YES |
| 15 | Notes | Employee's clock-in note | Clocked in for work |
Export Data Description
SwipePoint stores clock-in records in the cloud. The employees and date ranges available for export depend on the organization's subscription status.
Export Function Categories and Restrictions
Export permissions depend on whether your organization subscribes to the Organization Ad-Free plan:
| Subscription Status | Export Scope | Date Range Limit |
|---|---|---|
| Not subscribed to Organization Ad-Free | Personal records only; Export All is unavailable. | Up to 2 months of data. |
| Subscribed to Organization Ad-Free | Personal records or Export All. | Up to 1 year of detailed data. |
Fix Garbled Text in Exported Clock-in Records
When a UTF-8 CSV is opened directly in Excel on Windows, non-English text may appear garbled if Excel does not detect the encoding correctly. Use Excel's import feature first. If the issue remains, save a copy of the file as UTF-8 with BOM.
Method 1: Import a UTF-8 CSV in Excel
- Open Excel and create a blank workbook.
- Select
Data > Get Data > From File > From Text/CSV. In some versions, selectData > From Text/CSV. - Select the exported CSV file.
- In the preview, set File Origin or the encoding option to
65001: Unicode (UTF-8), and confirm that the text appears correctly. - Select Load.
Method 2: Save the File as UTF-8 with BOM
- Open the CSV in a text editor that supports encoding selection, such as Notepad++ or VS Code.
- Select Save As and set the encoding to
UTF-8 with BOM. - Save a copy, then open that copy in Excel.
Keep the original CSV as a backup. Do not convert it to ANSI or Big5, because characters that those encodings cannot represent may be lost.
Clock-in Records without Schedule (CSV)
Home > Admin Mode > Clock-in Records > Export Clock-in Records > Clock-in Records without Schedule (CSV)The exported CSV uses English field names. Records without a schedule do not include the Schedule field. The fields are described below:
| No. | Field | Description | Example |
|---|---|---|---|
| 1 | User ID | Unique ID of the user (employee) | dReHKiseggH3kiOlhnj876fheKle |
| 2 | Employee ID | Employee number of the user (employee) | 1 |
| 3 | Employee Name | Name of the user (employee) | Lin Xiaoming |
| 4 | Time | Clock-in time in Year-Month-Day Hour:Minute format | 2025-11-20 09:00 |
| 5 | Status | START means Start Work; END means End Work |
START / END |
| 6 | Checkpoint | Checkpoint associated with the record | Office Area |
| 7 | GPS | GPS coordinates in latitude, longitude order | 24.1731843,120.6611364 |
| 8 | WiFi | Wi-Fi name used for a Wi-Fi-restricted clock-in | LOL520_2G |
| 9 | Bluetooth | Bluetooth device name used for a range-restricted clock-in | MSBeacon |
| 10 | NFC | NFC name and card serial number scanned for the clock-in | NFC01 - D2:6B:94:00 |
| 11 | Approved | YES means a make-up clock-in; blank means no |
YES |
| 12 | Created | YES means the record was added by an administrator; blank means no |
|
| 13 | Photo | YES means the employee uploaded a photo; blank means no |
YES |
| 14 | Notes | Employee's clock-in note | Clocked in for work |
Overtime Clock-in Records (CSV)
Home > Admin Mode > Clock-in Records > Export Clock-in Records > Overtime Clock-in Records (CSV)The exported CSV uses English field names. Overtime records do not include the Schedule field. The fields are described below:
| No. | Field | Description | Example |
|---|---|---|---|
| 1 | User ID | Unique ID of the user (employee) | dReHKiseggH3kiOlhnj876fheKle |
| 2 | Employee ID | Employee number of the user (employee) | 1 |
| 3 | Employee Name | Name of the user (employee) | Lin Xiaoming |
| 4 | Time | Clock-in time in Year-Month-Day Hour:Minute format | 2025-11-20 09:00 |
| 5 | Status | START means Start Work; END means End Work |
START / END |
| 6 | Checkpoint | Checkpoint associated with the record | Office Area |
| 7 | GPS | GPS coordinates in latitude, longitude order | 24.1731843,120.6611364 |
| 8 | WiFi | Wi-Fi name used for a Wi-Fi-restricted clock-in | LOL520_2G |
| 9 | Bluetooth | Bluetooth device name used for a range-restricted clock-in | MSBeacon |
| 10 | NFC | NFC name and card serial number scanned for the clock-in | NFC01 - D2:6B:94:00 |
| 11 | Approved | YES means a make-up clock-in; blank means no |
YES |
| 12 | Created | YES means the record was added by an administrator; blank means no |
|
| 13 | Photo | YES means the employee uploaded a photo; blank means no |
YES |
| 14 | Notes | Employee's clock-in note | Clocked in for work |
Unable to Export Clock-in Records
If the organization name contains characters that are not supported in file names, such as /, the export may fail. Use the following path to edit the Organization Name, remove the unsupported characters, and try again:
Home > Admin Mode > Organization > My Organization > Organization NameIf the export still fails after you remove unsupported characters, note the export type, date range, and on-screen error message, then contact the SwipePoint team.
Advanced Use
Create a Summary of All Employees' Hours
Administrators can submit the exported Excel file and the prompt below to ChatGPT, Gemini, or another AI tool that can process spreadsheets. Before uploading the file, follow your organization's data-handling policies and remove any personal data that is not needed.
File to Upload
The Excel file exported for this task. Do not alter the original file; create a copy first.
Prompt
Please process the uploaded Excel file and export the completed result as an .xlsx file.
Requirements:
1. Keep all existing worksheets and data. Do not modify the original content.
2. Add a worksheet named "Summary" and place it first in the workbook.
3. Use dates for the columns in Summary. Determine the start and end dates from the digits at the end of the file name.
For example, if the file name contains 20260301-20260430, list dates from 2026/03/01 through 2026/04/30.
4. Use employee names for the rows in Summary. Obtain the names from the existing worksheet names.
5. Fill the cells from the actual clock-in records in each employee worksheet, using this format:
Start Work time - End Work time
6. Follow these rules strictly:
Use only Start Work and End Work times that actually exist in the source data.
Do not infer times from the schedule.
Do not insert 08:00, 00:00, or any other time that is not present.
If a day contains only one time, such as 00:00, enter only 00:00. Do not change it to 00:00 - 08:00.
If a date has no clock-in record, leave the cell blank.
Do not fill trailing blank records with numbers or times.
If a date has multiple clock-in records, list them in source order in the same cell, using line breaks if needed.
7. Assign each record to the date shown in the source data. Do not change the date because a shift crosses midnight or because of the schedule time.
8. Export a new Excel file with the .xlsx extension containing:
First worksheet: Summary
Remaining worksheets: all original data worksheetsFrequently Asked Questions
Q1: How can administrators export employee clock-in records?
A: Go to Home > Admin Mode > Clock-in Records and Management > Export Clock-in Records. Select records with a schedule, without a schedule, or overtime records, then choose the date range and file format and export the file.
Q2: Which file formats are available for exported clock-in records?
A: You can choose Excel or CSV. Excel is suitable for direct viewing and editing. CSV uses English field names and is suitable for import into other systems.
Q3: What data is included in the exported file?
A: The fields depend on the export type and format. Excel exports contain summary fields such as Date, Start Work, End Work, and Clock-in Hours. CSV exports contain detailed fields for user and employee identification, time, status, checkpoint, location or device data, make-up clock-ins, and notes. A scheduled CSV also includes Schedule.
Q4: Does the exported file include overtime records?
A: Yes. On the export page, select Overtime Clock-in Records, then choose Excel or CSV.
Q5: What are "Clock-in Hours"?
A: Clock-in Hours is the total time from an employee's first clock-in to their final clock-out, including working periods and breaks between them. It is calculated as End Work time minus Start Work time. For example, 9:00 AM to 6:00 PM produces 9 Clock-in Hours.
Q6: What are "Work Hours"?
A: Work Hours is the exported whole-hour value derived from Clock-in Hours. It does not automatically deduct break time. For example, Clock-in Hours from 8:57 AM to 5:40 PM is 8 hours and 43 minutes, so Work Hours displays 8 hours.
Q7: Why does Work Hours include only whole hours?
A: The field is displayed in whole hours, so minutes below one hour are discarded. It is for summary purposes only; payroll and overtime pay should still be calculated according to the organization's rules.
Q8: Why am I unable to export clock-in records?
A: The export may fail if the organization name contains a character that is unsupported in file names, such as /. Go to Home > Admin Mode > Organization > My Organization > Organization Name, remove the unsupported character, and try again. If it still fails, note the export settings and error message and contact the SwipePoint team.
Q9: Are clock-in records for former employees included in exports?
A: No. Excel and CSV exports include data only for current employees. Clock-in records for former employees cannot currently be exported.
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