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 opening an exported overtime application CSV file in Excel on a Windows computer, garbled text may appear. This usually occurs because the encoding format of the CSV file does not match 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 with 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 choose Import Text File depending on the version).
- Browse and select the administrator’s CSV file.
- During the import process, select the correct encoding format (such as UTF-8 or Big5).
- Complete the import to correctly display the data.
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 one-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 one-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: This usually occurs because the CSV file encoding format (UTF-8) does not match Excel’s default encoding format (ANSI or Big5). It is recommended to resave the file using a text editor and select UTF-8 with BOM, or use Excel’s data import function to resolve the issue.
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