Exporting Personal Data (CSV)
How to export
Open the export page using the following path:
Home > Management Mode > Human Resources > Export Personal Data (CSV)The exported CSV file contains employees' basic details, employment information, and emergency contacts. You can use it for backups or further processing.
Exported fields
| Field | Display Name | Description | Example |
|---|---|---|---|
| User ID | Employee ID | The unique employee identifier generated by the system | 229978868752e15b |
| Employee No. | Employee Number | The employee number used internally by the company | 1 |
| Name | Name | The employee's name | Lin Xiaoming |
| English Name | English Name | The employee's English name | Ken |
| Gender | Gender | The employee's gender | Male |
| Birthday | Date of Birth | The employee's date of birth in YYYY-MM-DD format | 1990-06-15 |
| Phone | Mobile Number | The employee's mobile number | 0912345678 |
| The employee's email address | [email protected] | ||
| Address | Address | The employee's contact address | 88 Jianguo Road, Chaoyang District, Beijing |
| Department | Group | The group to which the employee belongs | Sales |
| Title | Job Title | The employee's job title | Sales Manager |
| Start Date | Start Date | The employee's start date in YYYY-MM-DD format | 2018-03-23 |
| Official Start Date | Official Start Date | The employee's official start date in YYYY-MM-DD format | 2018-06-23 |
| Resignation Date | Resignation Date | The employee's resignation date in YYYY-MM-DD format | 2026-07-31 |
| Office Phone Ext. | Office Extension | The employee's office phone extension | 168 |
| Emergency Contact 1 | Emergency Contact 1 | The first emergency contact's name, relationship, and phone number | Lin Yuhua (Mother): 0966333567 |
| Emergency Contact 2 | Emergency Contact 2 | The second emergency contact's name, relationship, and phone number | Lin Zhiming (Father): 0922333444 |
| Tags | Tags | Classification tags applied to the employee | Employed for over 10 years |
Fixing garbled text when opening a CSV file in Excel
CSV files exported from SwipePoint use UTF-8 encoding. Some versions of Excel may not detect the encoding correctly when you double-click a CSV file, causing text to appear garbled. Use either method below to open the file.
Method 1: Import the CSV file into Excel (recommended)
- Open a blank Excel workbook.
- Select
Data > Get Data > From File > From Text/CSV. - Select the CSV file exported from SwipePoint.
- Set File Origin to
65001: Unicode (UTF-8)and Delimiter toComma. - Confirm that the preview is correct, then select
Load.
Method 2: Save the file as UTF-8 with BOM
If your version of Excel still cannot detect the encoding, open the CSV file in a text editor that supports encoding selection. Save a new copy as “UTF-8 with BOM,” then open it in Excel.
Do not convert the file to ANSI or Big5. These encodings may not preserve every character and can cause names, addresses, or other data to be lost.
Transferring an exported file from a phone to a computer
If you exported the CSV file on your phone, you can transfer it to a computer through cloud storage or LINE Keep Memo.
Method 1: Use cloud storage
- Install and sign in to Google Drive or Dropbox on your phone.
- In SwipePoint, go to
Management Mode > Human Resources > Export Personal Data (CSV). - After the export finishes, choose to share or save the file, then select Google Drive or Dropbox.
- Sign in to the same cloud storage account on your computer and download the CSV file.
Method 2: Use LINE Keep Memo
- Update LINE on your phone and computer, then sign in to the same LINE account.
- In SwipePoint, go to
Management Mode > Human Resources > Export Personal Data (CSV). - After the export finishes, choose Share, then select
LINE > Keep Memo > Share. - Open Keep Memo in LINE on your computer and download the CSV file.
Files in LINE chats are stored only for a limited period and may become unavailable after they expire. Back up important data elsewhere; do not use Keep Memo as permanent storage.
Frequently Asked Questions
Q1: Where can I export employees' personal data?
Go to Home > Management Mode > Human Resources > Export Personal Data (CSV) to download the CSV file.
Q2: Why does the CSV file contain garbled text when opened in Excel?
The CSV file uses UTF-8 encoding, but some versions of Excel may not detect it correctly when opening the file directly. Import it using Data > Get Data > From File > From Text/CSV and select 65001: Unicode (UTF-8). You can also save a new copy as “UTF-8 with BOM.” Do not convert it to ANSI or Big5, because some characters may be lost.
Q3: Does the exported file include former employees?
The export range follows the employee list currently shown and available for export on the Human Resources page. If you need to retain a departing employee's data, export a backup before recording their resignation.
Q4: What is the Employee Number?
The Employee Number is an internal identifier. You can assign it according to your company's numbering rules.
Q5: What is the difference between the Official Start Date and the Start Date?
The Start Date is the employee's actual first day of work. The Official Start Date can record the end of a probation period or the date of formal appointment, depending on your company's policy.
Q6: What should I enter for the Office Extension?
Enter the employee's office phone extension, such as 168. Leave it blank if the employee does not have one.
Q7: What information is included for an Emergency Contact?
Each emergency contact can include a name, relationship to the employee, and phone number. The exported file provides fields for up to two emergency contacts.
Q8: Do I need to complete every personal data field?
Not necessarily. Required fields are indicated on the relevant screen. Completing all applicable fields improves the accuracy of HR and emergency contact records.
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