This guide explains how to export a list of your employees and their profile details into an Excel spreadsheet. This is useful for auditing, record-keeping, or importing employee data into other systems.
Step-by-Step Instructions
1. Downloading an Excel file
- Navigate to the Users tab from the main menu on the left.
- Click the blue download icon located next to the search bar.
- Select XLS from the dropdown menu to download the file.
The system will generate and download an Excel file containing the list of filtered employees and their details.
What’s Included in the Export
The exported Excel file will contain important employee information, including:
- ID Number
- Full Name
- Email and Phone Number
- Assigned License
- Work Agreement
- Groups
- User Role (Permissions)
- Status (Active/Inactive)
2. Exporting a List for Bulk Updates (CSV Format)
Use this method when you need to make changes to multiple employee profiles at once. The “Export and Update” function generates a CSV file with a specific structure that can be edited and re-imported to apply your changes in bulk.
- Navigate to the Users tab.
- Click the Export and Update button at the top right of the page.
A CSV file named users_[date]_[time].csv will be downloaded. This file contains a comprehensive list of all your users and their profile data.
Understanding the Exported CSV File
The CSV file includes the following columns, which you can edit before re-importing:
- ID: The unique TimeClock 365 user ID (do not change this).
- First and last name: The employee’s full name.
- Email and Mobile phone: Contact information.
- Employee Number For Payroll: The employee’s unique payroll ID.
- Address details: Full address and City.
- Personal Information: Gender and Date of Birth.
- Work started at: The employee’s start date.
- Tag number: For use with physical tags or key fobs.
- HourRate: The employee’s hourly wage (optional).
- Group ids, Subscription id, Role id: System IDs for group, license, and role assignments (use with caution).
After editing the CSV file, you can click Upload modified file and update all employee profiles at once.
