Export Detailed Leave Records
Home > Management Mode > Leave > Export Detailed Leave RecordsAdministrators can click Leave on the Home page under Management Mode, then select Export Detailed Leave Records to enter the Export Detailed Leave Records page. Administrators can export approved and pending leave records for users (employees) within a specified time range. Exported detailed leave records do not include unapproved records.
Leave Record Data Format Description
In the exported CSV file, all field names are displayed in English. The fields include 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. The Chinese names above are provided for administrator reference and comparison only.
The exported leave record fields are in English. The corresponding descriptions are as follows:
| 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 Xiaoming |
| 4 | Leave Type | Leave Type | The leave type of this record | Personal Leave |
| 5 | Start Time | Start Time | The start time of the leave, Year-Month-Day Hour:Minute | 2025-11-20 09:00 |
| 6 | End Time | End Time | The end time of the leave, Year-Month-Day Hour:Minute | 2025-11-21 18:00 |
| 7 | Leave Hours | Leave Hours | The total leave hours of this record | 16 |
| 8 | Schedule Hours | Schedule Working Hours | The total scheduled working hours of this record | 9 |
| 9 | Break Hours | Schedule Break Hours | The total scheduled break hours of this record | 1 |
| 10 | Request Date | Request Date | The request date of this leave record, Year-Month-Day | 2025-11-18 |
| 11 | Manager | Manager | The approver of this leave record | Zhang Xiaoya |
| 12 | Status | Status | The approval status of this leave record, approved indicates approved, pending indicates pending | approved pending |
| 13 | Description | Description | The leave reason provided by the user (employee) | Family member is ill and needs care |
| 14 | Comments | Comments | The response from the approver of this leave record | Approved |
How to Resolve Garbled Characters in Leave Records
When opening exported leave record CSV files in Excel on Windows computers, garbled characters may appear. This is usually caused by a mismatch between the CSV file encoding and Excel’s default encoding. By default, Excel prefers ANSI (such as Big5) or UTF-16 encoding, while many systems or programs export CSV files in UTF-8.
Method 1: Save the CSV File in a Compatible Encoding Format
- Open the CSV file using a text editor (such as Notepad++ or VS Code).
- Select Save As.
- In the encoding options, choose ANSI (for Traditional Chinese environments, Big5 is recommended) or UTF-8 with BOM.
- Save the file and reopen it in Excel.
Method 2: Use Excel’s Text Import Wizard
- Open Excel and create a blank worksheet.
- Select Data > Get Data > From Text/CSV (or Import Text File, depending on the version).
- Browse and select the administrator’s CSV file.
- During the import process, choose the correct encoding format (such as UTF-8 or Big5).
- Complete the process to correctly import the data.
Methods to Share Files from Mobile Phone to Computer
When exporting leave records, administrators can perform subsequent operations more efficiently on a computer. Below are several methods for administrators to export files from a mobile phone to a computer:
Method 1: Transfer Using Cloud Storage Services
Administrators can upload files from their mobile phones to cloud storage services such as Google Drive or Dropbox. The steps are as follows (using Google Drive as an example):
- Download Google Drive from the Play Store or App Store.
- Open Google Drive and log in.
- On the Home page of SwipePoint Management Mode, click Leave, then click Export Leave Records.
- On the page, select Google Drive to save the file to Google Drive.
Method 2: Transfer Using Messaging Applications
Administrators can send files from their mobile phones using messaging applications such as LINE or Facebook Messenger. The steps are as follows (using LINE as an example):
- Open the LINE application 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 Select Friends page, directly tap Next in the upper-right corner without selecting any friends.
- Enter the group name, then tap Create in the upper-right corner to complete the creation of a one-person group.
- On the Home page of SwipePoint Management Mode, click Leave, then click Export Leave Records.
- On the page, select LINE and then choose the one-person group you just created to save the file to LINE.
Frequently Asked Questions
Q1: Where is the export detailed leave records function located?
A: You can find the export detailed leave records function by entering the Home page under Management Mode and clicking Leave to enter the leave page.
Q2: Who can use the export detailed leave records function?
A: Only users with Management Mode permissions (administrators) can export detailed leave records.
Q3: What is the maximum time range for exporting detailed leave records?
A: Administrators can export leave records for a maximum period of up to 3 months.
Q4: What fields are included in the exported leave record data?
A: The exported leave record data includes the following fields: Leave Type, Start Date, End Date, Hours, Request Date, Manager Approved, and Description.
Q5: What does the “Leave Type” field represent in the exported data?
A: The “Leave Type” field indicates the type of leave applied for by the employee, such as annual leave, personal leave, sick leave, or official leave.
Q6: How are the “Leave Hours” in the exported data calculated?
A: “Leave Hours” are calculated based on the start date and time and the end date and time of the leave to determine the total hours or days.
Q7: What does the “Request Date” field represent in the exported data?
A: The “Request Date” field records the time when the employee submitted the leave request.
Q8: What information is displayed in the “Manager” field in the exported data?
A: The “Manager” field displays the approver who reviewed the leave record.
This manual strives for accuracy and completeness, but we do not assume any liability for errors, omissions, or updates. The content may be modified at any time without prior notice. We are not responsible for any damages arising from the use of this manual or downloading its contents, including but not limited to system failures, data loss, or infringement of rights. Users assume full responsibility and risk.