Creating exports

In this article we will show you how to export data from Personio manually or automatically and the configuration options available in this context. 

To create new exports or to edit or delete existing ones, navigate to Exports in the main menu. Here you can create as many exports as you like by entering the desired export name under Add export... and save them via the plus symbol. Afterwards, click on Edit configuration.

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The following screenshot shows an example of how to configure a vacation export:

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Name

The name you have chosen can still be edited later. It will form the basis for the file name of your exports, e.g. Personio Export Vacation Export 2018-07-20. 

 

Type

Select which employees are to be included in the export. Choose between Employee selection, New hires, Leaving employees, Data changes. 

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Type Explanation
Employee selection Employee selection generally includes all active employees. The selection can be limited by setting a filter.
New hires All employees with the status Active and Onboarding and a hiring date within the export period are included. 
Leaving employees

All employees whose contract end or termination date is within the export period are included.

Data change All changes to employee and payroll attributes are exported. Which attributes are taken into account can be defined in the Monitored attributes field. 

 

Filter

By adding filters you can narrow the Employee selection for your export. Choose from the options equals, does not equal or contains. This allows you, for example, to export all required employee attributes of all employees except the management of a certain office.

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... or, for example, all employees whose e-mail address contains ".com".   

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Please note that all employees who are inactive on the export date are excluded from the export by default. To include inactive employees, please activate the corresponding checkbox. This is particularly relevant for exports of the type Leaving employees, as these employees are automatically set to the status inactive after leaving.

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Interval

If you want to create a regular, automatically generated export based on your configurations, you can decide under Interval whether your export should be created daily or monthly. As an alternative, you can deactivate the interval and start your export manually if required using the Run export now button. Please note that despite a defined interval, an export can be created manually at any time. 

 

Exported Attributes

Add as many attributes to your export as you like under Export attributes. Sort your attributes and thereby the order of the columns of your subsequent Excel export using drag and drop. Then save your selection by clicking Submit.   

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The following selection of attributes is available: 

Payroll attributes: Select main salary, bonus salary, extra payment, overtime payout, hours worked, job pause start, job pause end, job pause comment as well as all individually created additional compensations.

Employee attributes: Select all attributes predefined by the system, as well as all attributes you created individually. 

Absence attributes: Based on the configuration of your absence types, you can choose between different absence attributes: 

Absence attributes  Explanation 
Entitlement Entitlement from the beginning of the current year until the export date
Balance  Balance at the export date 
Planned days balance All planned days starting from the export date + 1 day
Planned days current year Planned days from the export date + 1 day until the end of the current year
Taken days current year All days taken between the 01.01. of the current year and the export date 
Carryover from previous year Carryover of the absences from the previous into the current year, regardless of whether these days still exist on the export date. 
Expired days from carryover All days that expired from the carryover of the previous year 
Days used Confirmed absence days between export start and end date
Sick days with certificate

All sick days between export start and end date with a confirmed certificate 

Periods All absence periods between export start and end date 

 

Export date

The export date in Personio is by default the date on which you manually or automatically generate your export. In addition, you have the option to choose a different export date. 

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Export period

1. Manually created exports 

  • Start date: Export date - 1 month
  • End date: Export date
  • Example: A manually created export with export date 20.07.2018 exports the period 20.06.2018-20.07.2018.

2. Automatically generated export  

Depending on the interval, Personio generates an export daily or monthly. The exported period depends on the last export date:

  • Start date: Last export date + 1 day
  • If no last export date exists:
    • Export date - 1 day for daily intervals 
    • Export date - 1 month for monthly intervals 
  • End date: Export date
  • Example 1: Export date 01.07.2018 and no previous export exists:
    • Export period for daily intervals would be  30.06.2018-01.07.2018
    • Export period for monthly interval wold be 01.06.2018-01.07.2018
  • Example 2: Export date 01.07.2018, last export date 30.06.2018, export period would be 01.07.2018-01.07.2018
  • Example 3: Export date 01.07.2018, last export date 01.06.2018, export period 02.06.2018-01.07.2018

 

Sorting

Finally, select the employee attribute according to which your employees are to be sorted in the export file. It is not necessary that this attribute is also added under Export attributes. Please note that Personio sorts in descending order, both alphabetically and numerically. 

Please find a detailed description on the calculation of vacation reserves using the exports function here.

 

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