Export leave data

As an admin, open Settings > Export to download leave data for payroll, reporting, or printed calendars.

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Export format

Selecting exactly one user under Employees, with no Departments, downloads one PDF immediately. Any broader selection creates a ZIP with one calendar per active user.

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Recent exports

Allowances and absences, Absences for payroll (Excel), Absences for payroll (CSV), Leave balances (Excel), DATEV LODAS (ASCII import), and Calendar PDFs are prepared in the background. Select Create export, then find the job under Recent exports. The list shows exports requested by all admins, with their selection, period, requester, and status. Starting the same export while it is running opens the existing job. For exports running longer than a minute, absentify emails the admin who requested them. Open your exports returns to this page; the email contains no attachment or direct download link. If you are elsewhere in absentify, a notification also offers Download when the file is ready. A single PDF downloaded immediately does not appear under Recent exports.

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Excel export

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Step-by-step: how to export leave data to Excel

1. Open Settings > Export and choose Allowances and absences (Excel) under Format.
2. Choose Year, Month, or Range. Year uses your fiscal year; Range lets you set start and end dates. Available periods go back to the workspace’s creation date.
3. Under Export for, choose All departments or one department.
4. Select Create export, then Download under Recent exports when the file is Ready.

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Export options

Yearly exports for all departments are included in every plan. Monthly exports, custom ranges, department filtering, and the complete Absences per day sheet require at least Mini. On Free, the daily sheet is limited to two users. See the plan feature matrix.

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What’s included in the exported Excel file?

The exported Excel file contains six sheets:

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1. Allowance

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

• User Id, Custom Id, Name, Email: Identify the user the row refers to.
• Status: Indicates whether the user is active, inactive, or archived.
• Employment start date: The official start date of the user’s employment with your organization.
• Employment end date: The employment end date from the user’s profile, if set.
• Department: Current departments, separated by commas.
• Allowance: Displays the allowance type.
• Allowance unit: Indicates whether the allowance is measured in days or minutes.
• Ignore allowance limit: true if the allowance type allows bookings above the limit; otherwise false.
• Rule: The name of the allowance rule that applied to the user. In the current fiscal year this is the rule in effect today. In past and future years it is the rule in effect on the first day of the fiscal year. If none applies on that day, the export uses the latest assignment overlapping the year. These columns stay empty when no assignment overlaps the year.
• Rule valid from and Rule valid until: The period this person is covered. Rule valid from is the first day they actually accrue, so their employment start date if they joined after the assignment began. Rule valid until is the last day the rule applied and stays empty for an open-ended assignment.

The following columns apply to the selected fiscal year. Except for Expires on, which holds a date, they are all shown in the same absence unit (days or minutes) as the corresponding allowance type.

• Carryover: The amount of allowance carried over from the previous year into the selected year.
• Allowance (from rule): The amount the allowance rule granted for the year, before any manual corrections.
• Adjustments: The net total of manual adjustments for the year, positive or negative. Compensatory time off is reported separately and is not included here.
• Effective allowance: Allowance (from rule) plus Adjustments. This is the figure the user sees as their entitlement, and the value the API and webhooks report as allowance.
• Compensatory time off: The total amount of compensatory time off credited to the user.
• Taken: The amount of allowance that has been used by the user.
• Remaining: The stored balance for the selected allowance year. It can differ from Available today or the amount bookable for specific leave dates.
• Will expire: The amount that expires next. When a date is known, this is the exact amount for that date, not a combined total of later expiries. When no date is stored, the cell still shows the remaining amount that will expire.
• Expires on: The deadline for the amount in Will expire, using the same next-expiry date as the year-table tooltip. The cell stays empty when there is no dated next expiry.
• Expired: The amount that has already expired in the selected year.

Following these columns, each leave type configured in your organization is listed as its own column. If a leave type has been deleted, it will be labeled with (deleted) in parentheses. The corresponding cells display the total number of units taken for each leave type.

Monthly and range export differences

Monthly and custom range exports replace the ten annual balance columns above (Carryover through Expired) with Deducted from allowance: the amount deducted within the selected period. Rule, Rule valid from, and Rule valid until remain, using the fiscal-year selection described above. They do not list every rule change in the period. For a range, the reference year is the fiscal year containing its start date.

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2. Leave

This sheet contains detailed leave request data based on leave types. It includes the following columns:

• ID: The app’s unique identifier for the leave request.
• User Id, Custom Id, Name, Email: Identify the user the row refers to.
• Leave type: The type of leave that was requested.
• Start date: Start date, with time for hourly leave.
• Start At: The scheduled start time of the request. For day-based leave types, this shows as morning or afternoon.
• End date: End date, with time for hourly leave.
• End At: The scheduled end time of the request. For day-based leave types, this shows as lunch break or end of day.
• Workday absence duration: The deducted amount for the request. Day-based leave is in days. Hour-based leave is in minutes. The unit is the same as Allowance unit. The figure follows the user’s schedule on each date, including member-specific schedules, public holidays, half-day start and end, and Deduct full day. Carry-over used by the request is part of this amount, not added on top.
• Duration: For day-based leave, the calendar span of the request (including weekends and public holidays in the date range). For hour-based leave, the total elapsed minutes between start and end, including time outside the work schedule.
• Allowance unit: Displays the unit (Days or Minutes) defined for the leave type.
• Reason: If provided by the user, the reason for the request is shown here.
• Created at: The timestamp when the request was created.
• Created by: The user who submitted the request, which may be someone other than the absent user.
• Status: Displays whether the request is pending, approved, declined, or canceled.
• Approval process: Indicates the sequence or structure of the approval flow.
• Approved at: If approved, the date and time of approval.
• Approved by: The approver(s) who approved the request.
• Cancelled at: If canceled, the date and time of cancellation.
• Cancelled by: The user who canceled the request.
• Cancel reason: If the request was canceled, this field shows the reason provided by the user who performed the cancellation.
• Declined at: If declined, the date and time of rejection.
• Declined by: The user who declined the request.
• Decline reason: The reason entered at the time of decline by the user who rejected the request.
• Take from allowance: Indicates (true or false) whether the request deducted from the user’s allowance quota.
• Allowance: The associated allowance type, where applicable.

Monthly and range export differences

Absences spanning multiple months or across the selected range: If an absence request extends beyond the selected period (month or custom range), only the absence units that fall within the selected period are included in the export. For example, if a vacation request starts in the last week of January and continues into the first week of February, the export for January will only contain the days taken in January. The remaining days will appear in the February export.

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3. Absences per day

This sheet provides a breakdown of absences on a day-by-day basis, including the following columns:

• User ID, Custom ID, Name, Email: Identify the user the row refers to.

• Leave type: The type of leave that was requested.
• Date: The exact calendar date the absence falls on.
• Month: The month in which the absence occurs.
• Weekday: The day of the week corresponding to the absence date.
• Full day: Displays the timeframe of the absence for that specific day:
  • For hourly leave, it shows the start and end times.
  • For day-based leave types, it displays Full day, morning, or afternoon.
• Status: Indicates the current status of the absence on that specific day. Possible values include PENDING, APPROVED, or PUBLIC HOLIDAY. Absences that were declined or canceled are not included, as they did not result in an actual absence.
• Take from allowance: Indicates (true or false) whether the absence deducted from the user’s allowance quota.
• Workday absence duration: The deducted amount for that date, in the same unit as Allowance unit.
• Duration: The calendar span for that date. For day-based leave this is 1 or 0.5. For hour-based leave this is the elapsed minutes on that date.
• Allowance unit: The unit (days or minutes) used for the leave type linked to this absence.
• Allowance: If Take from allowance is true, the name of the associated allowance type will be shown.

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4. Adjustments

One row per allowance adjustment, including manual and automatic corrections. Use it to explain differences from the rule entitlement.

• User Id, Custom Id, Name, Email: Identify the user.
• Allowance: The allowance type the adjustment belongs to.
• Date: The date the adjustment takes effect.
• Amount: The signed amount, positive to add and negative to subtract.
• Allowance unit: Days or minutes.
• Type: Either Manual for a general adjustment or Overtime for compensatory time off.
• Expiry date: The last day the adjusted days can still be used, if an expiry was set. absentify removes the days from the day after it. Only positive adjustments can expire.
• Reason: The reason entered when the adjustment was created. Corrections written during the move to allowance rules are labeled automatically, for example Balance correction from migration (2026) or Prorated first year.
• Created by: The administrator who created the adjustment. Entries from the move to allowance rules read Migration. Entries absentify wrote on its own outside a migration run, such as an overtime balance carried over, read Automatic.
• Created at: The timestamp the adjustment was recorded.

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5. Rules

This sheet documents the allowance rules configured in your workspace, with one row per rule. It is the reference for the Rule column on the Allowance sheet.

• Rule Id: The rule’s identifier, also used by the API.
• Allowance: The allowance type the rule belongs to.
• Rule name: The name shown in the settings.
• Cycle: Yearly, Monthly, Bi-weekly, or Manual.
• Amount and Allowance unit: The amount granted per cycle and its unit.
• Expiry: A summary of the carry-over and expiry configuration, for example Everything carries over · Never expires or Carry over up to 5 · Expires after 3 months.
• Max. carry forward: The cap on the amount carried into the next fiscal year, if one is set.
• Upfront allocation: Whether the full amount is available at the start of each cycle or builds up gradually.
• Payroll anchor date: The shared reference date for bi-weekly rules, if one is set.
• Active: Whether the rule is still in use.
• Members currently assigned: How many users are on this rule today. The count covers the whole workspace, even when you export a single department.
• Created at: When the rule was created.

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6. Employees

This sheet lists one row per exported user. Each row shows that person’s approver and representative settings.

• User Id, Custom Id, Name, Email: Identify the user.
• Status: Indicates whether the user is active, inactive, or archived.
• Department: Current departments, separated by commas.
• Timezone: The user’s time zone. If the user has none, the workspace time zone.
• Public holiday calendar: The public holiday calendar assigned to the user.
• Approver Type: Department, Microsoft Sync, Custom, or No Approver.
• Approver department: The approval department; empty for other approver types.
• Approvers: The approvers, separated by commas. An inactive name is written as Name (inactive). An archived name is written as Name (archived).
• Approver Email(s): The emails of those approvers, separated by commas.
• Microsoft Sync Level: The Microsoft manager level; empty for other approver types.
• Approval Process: The configured approval process; empty for No Approver.
• Representatives: The representatives, separated by commas. Inactive and archived names use the same suffixes as Approvers.
• Representative Email(s): The emails of those representatives, separated by commas.
• Required Representatives Count: The required number of representatives.
• Representative Approval Process: Linear or Parallel; empty when no representatives are configured.

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Absences for payroll

These formats require Essentials, Plus, or Business v1. See the plan feature matrix.

1. Open Settings > Export and choose Absences for payroll (Excel) or Absences for payroll (CSV) under Format. For Absences for payroll (CSV), choose Column separator.
2. Choose Year, Month, or Range. Year uses your fiscal year; Range lets you set start and end dates.
3. Under Export for, choose All departments or one department.
4. Select Create export, then Download under Recent exports when the file is Ready.

Only approved absences count toward the totals. In the Excel file, pending requests are listed on Pending requests and are not part of the totals. Leave types with Counts as leave off do not count. Absences that span months contribute only the days in the selected period. Totals are grouped by user, calendar month, and leave type. The Personnel number is the user’s Custom ID. Notes lists users without a personnel number and personnel numbers used by more than one user. Monthly totals show Workdays, Calendar days, Hours, and Date ranges. Day-based leave fills workdays and calendar days. Hour-based leave fills hours, rounded to two decimals. Workdays follow each user’s schedule and public holidays. Calendar days count every day of an absence. The CSV file is one table with the same rows as Monthly totals. Column names stay in English: personnel_number, employee_name, email, departments, period, leave_type, unit, workdays, calendar_days, hours, dates. Comma (,) uses a comma between columns and a decimal point. Semicolon (;) uses a semicolon between columns and a decimal comma. absentify selects Comma (,) when your language is English and Semicolon (;) otherwise.

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Leave balances

Leave balances (Excel) requires Essentials, Plus, or Business v1. See the plan feature matrix.

1. Open Settings > Export and choose Leave balances (Excel) under Format.
2. Choose Year, Month, or Range. Year uses your fiscal year; Range lets you set start and end dates. The last day of the period is the closing date.
3. Under Export for, choose All departments or one department.
4. Select Create export, then Download under Recent exports when the file is Ready.

The file has one row per user and allowance type. Inactive and archived users with a balance stay in the file. The Personnel number is the user’s Custom ID. Day-based allowances use Days. Hour-based allowances use Hours. Summary lists Opening balance, Granted, Adjustments, Taken, Expired, Closing balance, and Pending requests (not deducted). Opening balance is the balance at the end of the day before the period starts. Granted is the amount the allowance rule granted in the period, on the dates the rule grants it. A rule that grants the whole year in advance shows the full amount on its grant date. Adjustments are manual adjustments dated in the period, plus a carry-over that differs from the previous year’s balance. Taken is approved absences dated in the period. Expired is allowance that lapsed unused in the period: carry-over beyond its limit or deadline, expiring allowance, and expiring adjustments. Closing balance is the balance at the end of the closing date: Opening balance + Granted + Adjustments - Taken - Expired. Pending requests do not reduce any balance. Movements lists each change in the period, with Date, Until, Movement, Amount, Leave type, Absence, and Details. Taken and Expired rows use a negative Amount. Report information repeats these definitions and lists users without a personnel number and personnel numbers used by more than one user. The file is recalculated from today’s data. Changes after the closing date to past absences, adjustments, or allowance rules also change past figures. Balances in the app also count pending requests, so they can differ from this file. Unused allowance that does not carry over appears as Expired on the first day of the new allowance year. A closing date in the future is a forecast that already includes allowance granted and approved absences up to that date.

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DATEV LODAS

DATEV LODAS (ASCII import) creates one file per month for your tax advisor. It requires Essentials, Plus, or Business v1. See the plan feature matrix. Set up Consultant number, Client number, Leave types, and Wage type for vacation days under DATEV LODAS.

1. Open Settings > Export and choose DATEV LODAS (ASCII import) under Format.
2. Choose Month.
3. Under Export for, choose All departments or one department.
4. Select Create export, then Download under Recent exports when the file is Ready.

The file includes approved absences only. The personnel number is the user’s Custom ID. It must be a number from 1 to 99999. You can export the same month again. Vacation days already transferred are not sent again. Changes and canceled absences appear as notes.

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Calendar PDF export

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Step-by-step: how to export calendar PDFs

1. Open Settings > Export and choose Calendar PDFs (ZIP).
2. Set PDF orientation to Portrait or Landscape.
3. Choose Year for a fiscal year or Range for custom dates.
4. Under Export for, select at least one user under Employees, one department under Departments, or both. Departments include their active users; adding an individual includes them even if they are outside those departments.
5. Select Create export. Exactly one user and no departments downloads immediately. Every broader selection creates a ZIP under Recent exports.

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What’s in each PDF?

• Absence overview: the user’s name and dates, labeled Range in portrait and Period in landscape.
• Employee details on the first page: Email, Department, Employee number, Schedule, Time zone, Public holidays, Approvers, and Representatives. Missing values show -. Approvers appear by name, as No approver, or as Microsoft manager, level [level] when no name is available.
• Deductible leave: Leave type, Allowance, Taken, Remaining, and Carry-forward, in days or hours. Carry-forward is already part of the allowance total; carry-over spent on a request is already part of Taken.
• Non-deductible leave: Leave type and Taken, including public holidays and leave that uses no allowance.
• An Annual overview heatmap, a Legend of the items that appear in the period, and month grids.
• Absence details: From, To, Leave type, Status, Approver, and Comment. Status can show Approved, Pending, Declined, or Cancelled.
• Employee signature, Manager signature, and Date lines.

Taken uses the deducted workday duration. Empty summary tables and an empty legend are omitted. Portrait repeats the full header; landscape uses a shorter header after page one. Users can also download their selected year from My calendar.

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Plan requirements

A single user under Employees, with no Departments, requires Essentials, Plus, or Business v1, as does downloading from My calendar. A PDF ZIP selection requires Plus, including a department that happens to contain only one active user.