Export format
Before starting an export, select the Format at the top of the export form:- Excel (XLSX) — a structured spreadsheet with five sheets (Allowance, Leave, Absences per day, Adjustments, Rules). Downloads immediately. Best for payroll, HR reporting, and data analysis.
- Calendar PDFs (ZIP) — one annual calendar PDF per active user, bundled into a ZIP file. The export is queued in the background; you can track progress and download the result on the Notifications page or via the email link. Best for archiving, printing, or sharing individual employee calendars with signature lines.
Excel export
Step-by-step: how to export leave data to Excel
This guide walks you through the steps to export leave data and explains what to expect from the exported Excel file.- Access export feature Head over to the Settings > Export section in your absentify dashboard.
- Select format Choose Excel (XLSX) from the Format selector.
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Select a time range
Select the exact time frame for your export. Use the Year | Month | Range toggle at the top of the form:
- Year — export data for an entire fiscal year.
- Month — export data for a specific month (paid plan required).
- Range — pick a custom start and end date with the calendar picker (paid plan required). This is useful for payroll reconciliation or any period that does not align with a calendar month.
- Select a department After selecting the time frame, you can either filter by specific departments (paid plan required) or select all departments to export data for the entire company. On the Free plan, only the all departments export is available. This flexibility is especially helpful when different departments need separate reports.
- Download the Excel file Once you set the desired parameters, select Data Export to generate your file. absentify automatically downloads an Excel file containing five sheets, each packed with relevant details.
If you have deleted certain elements — such as users, leave types, or allowance types — from the workspace, the Excel export no longer includes that data.
Export options
In absentify, you can export leave data on a yearly, monthly, or custom date range basis, with the option to filter either by specific departments or company-wide. The available export dates go as far back as the creation date of your workspace.What’s included in the exported Excel file?
The exported Excel file contains five sheets:1. Allowance
This sheet provides an overview of user allowances and leave taken for the selected time frame. The columns included are:- User Id: The user’s app-specific identifier.
- Custom Id: The user’s custom identifier defined by your organization.
- Name: The full name of the employee for whom the leave request was created.
- Email: The email address of the employee associated with the leave request.
- 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 user’s end date of employment, if one is set in their profile, regardless of whether the user is active, inactive, or archived.
- Department: If the user is assigned to multiple departments, they are separated by commas. If a single department was selected during export, only users from that department are included.
- Allowance: Displays the allowance type.
- Allowance unit: Indicates whether the allowance is measured in days or minutes.
- Ignore allowance limit: Indicates (
trueorfalse) whether the user is allowed to exceed their allocated allowance. This setting is defined in the configuration of the corresponding allowance type. - Rule: The name of the allowance rule that applied to the user for this fiscal year. If more than one rule applied, the rules are listed together.
- Rule valid from and Rule valid until: The period the rule assignment covers. Rule valid until is the last day the rule applied and stays empty for an open-ended assignment.
- 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 employee 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 remaining allowance available to the user.
- Will expire: The amount that is still available but will expire at an upcoming deadline, for example a carry-over deadline.
- Expired: The amount that has already expired in the selected year.
The columns close as follows: Remaining = Effective allowance + Carryover + Compensatory time off − Taken.
(deleted) in parentheses. The corresponding cells display the total number of units taken for each leave type.
Each row represents a specific allowance assigned to a user. If a user has multiple allowances, they will appear in multiple rows with values specific to each allowance type.
Monthly and range export differences
For monthly and custom date range exports, the structure is the same, except the following columns are excluded:- Carryover
- Allowance (from rule)
- Adjustments
- Effective allowance
- Compensatory time off
- Taken
- Remaining
- Will expire
- Expired
Monthly and range exports are optimized for short-term tracking and focus on actual deductions made during the selected period, rather than the overall yearly balance.
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: The user’s app-specific identifier.
- Custom Id: The user’s custom identifier defined by your organization.
- Name: The full name of the employee for whom the leave request was created.
- Email: The email address of the employee associated with the leave request.
- Leave type: The type of leave that was requested.
- Start date: The scheduled start date of the leave request. For hour-based leave types, the start time of day is also included.
- Start at: The scheduled start time of the request. For day-based leave types, this shows as Morning or Afternoon.
- End date: The scheduled end date of the leave request. For hour-based leave types, the end time of day is also included.
- 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 number of days or hours (based on the leave type’s absence unit) that fall within the user’s configured work schedule.
- Duration: The total duration of the absence, including any days outside of the user’s work schedule such as weekends or public holidays.
- 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 created the request. This may differ from the “Name”, “Email”, and “User ID” columns, which refer to the person for whom the request was created.
- 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 (
trueorfalse) whether the request deducted from the user’s allowance quota. - Allowance type: If Take from allowance is
true, the name of the associated allowance type will be shown.
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.3. Absences per day
This sheet provides a breakdown of absences on a day-by-day basis, including the following columns:- User ID: The user’s app-specific identifier.
- Custom ID: The custom identifier defined by your organization.
- Name: The full name of the employee for whom the leave request was created.
- Email: The email address of the employee associated with the leave request.
These above fields identify the target user of the absence entry — the employee who is absent. To see who created or processed the request, refer to the second sheet (“Leave”) in the export file.
- 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.
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Full day: Displays the timeframe of the absence for that specific day:
- For hour-based leave types, it shows the exact number of hours and minutes.
- 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 Cancelled are not included, as they did not result in an actual absence.
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Take from allowance: Indicates (
trueorfalse) whether the absence deducted from the user’s allowance quota. - Workday absence duration: The number of absence units for the specific date, based on the user’s configured working schedule.
- Duration: The total number of units (days or minutes) the absence occupies on that specific date.
- Allowance unit: The unit (days or minutes) used for the leave type linked to this absence.
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Allowance: If Take from allowance is
true, the name of the associated allowance type will be shown.
4. Adjustments
This sheet lists every manual allowance adjustment, with one row per adjustment. Use it to explain why an employee’s effective allowance differs from the amount their rule grants.- User Id, Custom Id, Name, Email: Identify the employee.
- 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 date the adjustment is revoked, if one was set. 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, or Migration for entries written automatically during the move to allowance rules.
- Created at: The timestamp the adjustment was recorded.
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 expiresorCarry 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 employees are on this rule.
- Created at: When the rule was created.
The Adjustments and Rules sheets are always present, even when your workspace has no adjustments or no rules yet. In that case they contain only the header row.
Calendar PDF export
The calendar PDF export generates one printable annual calendar per active user and delivers them as a ZIP file. Each PDF contains the same content as the employee calendar view — an annual heatmap, allowance summaries (deductible and non-deductible), an absence detail table, and signature lines.Step-by-step: how to export calendar PDFs
- Access export feature Go to Settings > Export in your absentify dashboard.
- Select format Choose Calendar PDFs (ZIP) from the Format selector.
- Choose PDF orientation Select Portrait (A4) or Landscape (A4) for the page layout.
- Select a year and department Pick the fiscal year and optionally filter by one or more departments. If no department is selected, all active users are included.
- Start export Select Data Export to queue the job. A confirmation message appears. You can track the export status on the Notifications page (select the bell icon, then the Exports tab). When processing is complete, download the ZIP directly from there or use the link sent to your email. Download links are valid for 24 hours. If an export for the same date range and department selection is already running, you will be asked to wait for it to finish before starting a new one.
What’s in the ZIP?
The ZIP file contains one PDF per active user in the selected scope. Each PDF includes:- Annual calendar heatmap — color-coded days for absences, public holidays, weekends, and non-working days.
- Allowance summaries — deductible leave types with allowance, taken, remaining, and carryover; non-deductible leave types and public holidays with totals.
- Absence detail table — every absence in the year with dates, leave type, status, approver, and comment.
- Signature lines — for employee, manager, and date.
Plan requirements
Bulk calendar PDF export requires a Plus plan. Single-user PDF downloads from the calendar page require Essentials, Plus, or Business v1.Benefits of using the export feature
- Customizable reports: Tailor your data export by selecting specific departments and time ranges.
- Detailed insights: Gain an in-depth understanding of leave patterns, approvals, and department-specific trends.
- Audit and review ready: Maintain compliance with company policies and external audits by securely storing your absence records.
- Printable calendars: Generate professional annual calendar PDFs with signature lines for archiving or sharing with employees and managers.