Please note that the "Exports" section will soon be superseded by custom reports. You can find detailed information on the current use of exports, which has already been reduced, in this article.
This article explains how to manually or automatically export data from Personio and which configuration options are available to you when doing so.
To create new exports, or edit or delete existing exports, go to the main menu and click on Reports > Exports. Here, you can create any number of exports by entering the desired export name under Add export... and saving it by clicking on the plus symbol. Then select Edit configuration.
The following screenshot shows an example configuration for a vacation export:
The name you choose can also be edited later. It will form the basis of your export's file name, for example Personio export Vacation export 2017-11-10.
Select which employees should be included in the export. You can choose between Employee selection, New hires, Leaving employees, Data changes.
|Employee selection||Employee selection basically includes all active employees. You can use filters to limit the selection.|
|New employees||All employees with the status Active or Onboarding and a hire date in the export period are included.|
All employees whose Termination date falls within the export period are included.
|Data changes||All changes to employee and payroll attributes are exported. You can use the Monitored attributes input field to specify which attributes should be taken into account.|
You can limit an Employee selection export using the filter options equals, does not equal and contains. By doing so, you could, for example, include all the desired employee attributes for all employees except an office's management team...
... or, for example, all employees with an email address containing ".com".
Please note that all employees who are inactive on the export date are by default excluded from the export. To include them, please check the corresponding checkbox. This is especially relevant for Leaving employees exports, as employees are automatically given Inactive status when they leave the company.
You can add any number of attributes to your export under Export attributes. Rearrange the attributes, and thus the order of the columns in your Excel export, using drag & drop. Then save your selection by clicking on Save.
You can use any of the following attributes:
Payroll attributes: Select from salary, bonus salary, extra payments, overtime, hours worked, leave starts, leave ends, leave comment and/or any other custom compensation types.
Employee attributes: Select from all the system-created, predefined attributes and any custom attributes you have created.
Absence attributes: The absence attributes that are available will depend on how your absence types are configured:
Finally, select which employee attribute should be used to sort the employees in the export file. It is not necessary to add this attribute under Export attributes. Please note that Personio sorts in descending order, both alphabetically and numerically.
A detailed description of how to evaluate vacation accruals using the exports function can be found here.
If you would like to create a regular, automatically generated export based on your configuration, you can decide under Interval whether your export should be created Daily or Monthly. Alternatively, you can deactivate the interval setting and trigger your export manually by clicking on the Run export now button as required.
By default, Personio uses the date on which you manually trigger the export or the date on which it is automatically created as the export date. You also have the option of selecting a different export date.
Please note that if you backdate an export, historical values will only be displayed for salary- and absence-related attributes.
1. Manually created export
- Start date: export date minus one month
- End date: export date
- Example: a manually created export with the export date 15.11.2017 will export the period 15.10.2017–15.11.2017
2. Automatically created export
Depending on the selected interval, Personio will create an export Daily or Monthly. The exported period depends on the last export date:
- Start date: last export date + one day
- If there is no last export date:
- Export date minus one day if the interval is daily
- Export date minus one month if the interval is monthly
- End date: export date
- Example: export date 01.11.2017 with no previous export:
- The export period with a daily internal would be 31.10.2017–01.11.2017
- The export period with a monthly interval would be 01.10.2017–01.11.2017
- Example 2: export date 01.11.2017, last export date 31.10.2017, the export period would be 01.11.2017–01.11.2017
- Example 3: export date 01.11.2017, last export date 01.10.2017, the export period would be 02.10.2017–01.11.2017
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