Export Overtime Application Records
Home > Management Mode > Application Records > Export Overtime Application RecordsAdministrators can click Application Records on the Home page in Management Mode, then select Export Overtime Application Records to enter the Export Overtime Application Records page. Administrators can export overtime application records for users (employees) within a specified time range, including approved, pending, and declined overtime applications.
Exported Application Record Data Format
In the exported CSV file, all column names are displayed in English. The columns include User ID, Employee ID, Employee Name, Date, Start Time, End Time, Hours, Status, Reason, Manager Name, Submit Time, and Comments. The Chinese names listed above are provided for administrators as a reference.
The exported application record fields are in English. The corresponding Chinese descriptions are listed below:
| No. | English Field | Chinese Field | Description | Example |
|---|---|---|---|---|
| 1 | User ID | Employee ID | The unique identification ID 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 Xiao-Ming |
| 4 | Date | Date | The date of the employee’s overtime, in year/month/day format. | 2025/11/20 |
| 5 | Start Time | Start Time | The start time of the overtime, in hour:minute format. | 18:00 |
| 6 | End Time | End Time | The end time of the overtime, in hour:minute format. | 20:45 |
| 7 | Hours | Hours | The total hours calculated based on the start and end time. | 2.75 |
| 8 | Status | Status | The current review status of the application. approved means approved, pending means pending, declined means declined, and canceled means canceled. |
approved |
| 9 | Reason | Reason | The reason or description entered by the employee when submitting the application. | Work not finished |
| 10 | Manager Name | Reviewer | The reviewer of this overtime record. | Zhang Xiao-Ya |
| 11 | Submit Time | Submit Time | The exact time when the user (employee) submitted this application, in year/month/day hour:minute format. | 2025/11/20 16:04 |
| 12 | Comments | Reviewer Comments | The comments left by the reviewer when approving or rejecting the application. | OK |
Export Data Description
The SwipePoint system permanently stores overtime application records in the cloud. However, depending on the organization’s subscription status, the permissions and time range for exporting data are subject to certain restrictions.
Export Function Categories and Limitations
Based on whether your organization has subscribed to the Ad-Free Organization plan, export permissions are divided into the following two categories:
| Subscription Status | Export Target Limitation | Time Range Limitation |
|---|---|---|
| Not Subscribed to Ad-Free Organization | Limited to exporting individual records only, the “Export All” function is not available. | Up to 2 months of data can be exported. |
| Subscribed to Ad-Free Organization | Can choose to export individual records or export all records. | Up to 1 year of detailed data can be exported. |
How to Fix Garbled Text in Exported Overtime Application Records
When you open a UTF-8 overtime application 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.
How to Share Files from a Mobile Phone to a Computer
When exporting overtime application records, administrators can perform follow-up tasks more efficiently on a computer. Below are several methods for administrators to export files from a mobile phone to a computer:
Method 1: Use Cloud Storage for Transfer
Administrators can upload files from their mobile phones to cloud storage services such as Google Drive or Dropbox. The steps are as follows (Google Drive is used as an example):
- Download Google Drive from the Play Store or App Store.
- Open Google Drive and log in.
- On the SwipePoint Management Mode Home page, click Application Records, then click Export Overtime Application Records.
- On the page, select Google Drive to save the file to Google Drive.
Method 2: Use Messaging Apps for Transfer
Administrators can send files from their mobile phones via messaging apps such as LINE or Facebook Messenger. The steps are as follows (LINE is used as an example):
- Open the LINE app on your mobile phone.
- On the LINE Home page, tap the Add Friends icon at the top.
- On the Add Friends page, select Create Group.
- On the friend selection page, directly tap Next in the upper-right corner.
- Enter a group name and tap Create in the upper-right corner to complete the creation of a single-person group.
- On the SwipePoint Management Mode Home page, click Application Records, then click Export Overtime Application Records.
- On the page, select LINE, then choose the single-person group you just created to save the file in LINE.
Frequently Asked Questions
Q1: Where can I find the function to export overtime application records?
A: You can find the export overtime application records function by clicking Application Records on the Home page in Management Mode.
Q2: Who can use the function to export overtime application records?
A: Only users with Management Mode permissions (administrators) can export overtime application records.
Q3: What fields are included in the exported overtime application records?
A: The exported overtime application records include the following fields: Employee Number (Employee No.), Name, Start Time, End Time, Overtime Hours (Hours), Request Date, Status, Overtime Reason (Reason), and Manager.
Q4: Why does garbled text appear when opening the exported CSV file?
A: SwipePoint exports CSV files in UTF-8. If Excel does not detect UTF-8 correctly when opening the file directly, Chinese text may appear garbled. Import the file using Data > Get Data > From File > From Text/CSV and confirm that the encoding is UTF-8, or save it as UTF-8 with BOM before reopening it. Do not convert it to ANSI or Big5.
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