Export Detailed Leave Records
Home > Management Mode > Leave > Export Detailed Leave RecordsOn the Home page in Management Mode, an administrator can select Leave, then Export Detailed Leave Records. You can export leave details for users (employees) within a specified date range. The export can include both approved (approved) and pending (pending) records.
Leave Record Data Format
The exported CSV file uses English field names. The fields are described below:
| No. | Field | Meaning | Description | Example |
|---|---|---|---|---|
| 1 | User ID | User ID | The unique identifier of the user (employee) | dReHKiseggH3kiOlhnj876fheKle |
| 2 | Employee ID | Employee Number | The employee number of the user (employee) | 1 |
| 3 | Employee Name | Employee Name | The name of the user (employee) | Lin Xiaoming |
| 4 | Leave Type | Leave Type | The type of leave for this record | Personal leave |
| 5 | Start Time | Start Time | The leave start date and time in Year-Month-Day Hour:Minute format | 2025-11-20 09:00 |
| 6 | End Time | End Time | The leave end date and time in Year-Month-Day Hour:Minute format | 2025-11-21 18:00 |
| 7 | Leave Hours | Leave Hours | The total leave hours for this record | 16 |
| 8 | Schedule Hours | Scheduled Work Hours | The total scheduled work hours for this record | 9 |
| 9 | Break Hours | Scheduled Break Hours | The total scheduled break hours for this record | 1 |
| 10 | Request Date | Request Date | The date the leave request was submitted, in Year-Month-Day format | 2025-11-18 |
| 11 | Manager | Approver | The approver for this leave record | Zhang Xiaoya |
| 12 | Status | Status | The approval status: approved means approved; pending means awaiting review |
approved |
| 13 | Description | Leave Reason | The leave reason entered by the user (employee) | A family member is ill and needs care |
| 14 | Comments | Approver Comments | The response entered by the approver | Approved |
Export Availability and Limits
SwipePoint stores leave records in the cloud. The people and date ranges that can be exported depend on whether the organization subscribes to the Ad-Free Organization plan.
Export Limits by Subscription Status
| Subscription Status | People Included | Date Range Limit |
|---|---|---|
| Not subscribed to Ad-Free Organization | Only personal records can be exported. Export All is unavailable. | Up to the most recent 2 months of data. |
| Subscribed to Ad-Free Organization | Personal records or all records can be exported. | Up to the most recent 1 year of detailed data. |
Fix Garbled Text in Leave Record CSV Files
When you open a UTF-8 leave record CSV file directly in Excel for Windows, text may appear garbled if the file does not contain a byte order mark (BOM) or Excel interprets it using another encoding. We recommend importing the file and selecting UTF-8. Do not convert the file to ANSI or Big5, because characters that those encodings cannot represent may be lost.
Method 1: Import the UTF-8 CSV File in Excel
- Open Excel and create a blank workbook.
- Select Data > Get Data > From File > From Text/CSV. Some versions display Data > From Text/CSV directly.
- Select the exported CSV file, then select Import.
- In the preview, confirm that the file origin or encoding is UTF-8 and the delimiter is a comma.
- After confirming that the preview is correct, select Load.
Method 2: Save the CSV File as UTF-8 with BOM
- Open the CSV file in a text editor that supports encoding conversion, such as Notepad++ or VS Code.
- Change the file encoding to UTF-8 with BOM or UTF-8 BOM.
- Save it as a new file, then open the new file in Excel.
For more information, see Microsoft: Opening CSV UTF-8 files correctly in Excel.
Transfer a File from a Phone to a Computer
To organize or back up leave records on a computer, you can transfer the CSV file through cloud storage, email, or an organization-approved messaging app. Button names may vary by phone and app.
Method 1: Use Cloud Storage
- Install and sign in to an organization-approved cloud storage service on the phone, such as Google Drive or Dropbox.
- On the Home page in SwipePoint Management Mode, select Leave, then Export Detailed Leave Records.
- After the export is complete, select the cloud storage service from the system share menu and choose a destination folder.
- Sign in to the same account on the computer and download the CSV file.
Method 2: Use Email or a Messaging App
- After exporting the leave records, open the system share menu.
- Select email or an organization-approved messaging app.
- Send the file to your work email address or an organization-approved private conversation.
- Open the email or conversation on the computer and download the CSV file.
Leave records may contain employees' personal information. Use only organization-approved services and accounts, and retain or delete transferred files according to your organization's policies.
Frequently Asked Questions
Q1: Where can I find Export Detailed Leave Records?
A: Go to Management Mode > Home > Leave > Export Detailed Leave Records.
Q2: Who can export detailed leave records?
A: Only users with Management Mode permission (administrators) can export detailed leave records.
Q3: What is the maximum export date range?
A: Without the Ad-Free Organization plan, an administrator can export up to 2 months of personal records. With the plan, an administrator can export up to 1 year of personal or all records.
Q4: Which fields are included in the exported leave records?
A: The export contains 14 fields: User ID, Employee ID, Employee Name, Leave Type, Start Time, End Time, Leave Hours, Schedule Hours, Break Hours, Request Date, Manager, Status, Description, and Comments.
Q5: What does the Leave Type field mean?
A: Leave Type shows the type of leave requested by the employee, such as annual leave, personal leave, sick leave, or official leave.
Q6: What does the Leave Hours field mean?
A: Leave Hours shows the total leave hours for the record. You can also review Schedule Hours and Break Hours when checking the total.
Q7: What does the Request Date field mean?
A: Request Date records the date on which the employee submitted the leave request.
Q8: What information does the Manager field show?
A: Manager shows the approver responsible for reviewing the leave record.
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