Export leave data - TimeTracker

Export leave from the Export button in the header of the Time Off page. Two datasets, two formats. What you get always matches the filters you have set.

The two datasets

Requests

One row per leave request – who, which policy, which dates, how much, and the decision.

Balances

One row per member and policy – accrued, used, pending and remaining.

Columns

Requests

Column	What it holds
`member`	The requester’s name.
`policy`	The leave policy name.
`period`	The dates as `start – end`, in your workspace date format.
`amount`	The quantity and unit, such as `5 days`.
`status`	Pending, Approved, Rejected or Withdrawn.
`requestedOn`	When it was submitted.
`reviewedBy`	Who decided it. Empty if never reviewed.
`reviewedOn`	When it was decided. Empty if never reviewed.

Balances

Column	What it holds
`member`	The person’s name.
`policy`	The leave policy name.
`accrued`	Everything granted.
`used`	Everything consumed.
`pending`	Currently held by undecided requests.
`remaining`	Accrued minus used.

Numbers are exported exactly as they are stored, so an export always agrees with what the Balance tab shows. See /time-off/leave-balances.

How to export

Set your filters first

On the Requests tab, set Status, Member and the date range. The export mirrors whatever is on screen.

Click Export

The menu opens with two groups – Requests and Balances.

Pick a dataset and format

Download CSV or Download Excel under either group.

Collect the file

CSV downloads straight away. Excel is prepared in the background and you get a notification when it is ready.

Format	Behaviour
CSV	Built and downloaded immediately. The file is named `leave-requests-YYYY-MM-DD.csv` or `leave-balances-YYYY-MM-DD.csv`.
Excel	Prepared in the background. You see “Preparing your export. We’ll notify you here when it’s ready to download.” and the finished file arrives as a notification.

Use CSV when you want the numbers in front of you now. Use Excel when you are handing the file to someone who will open it in a spreadsheet and expect formatting.

How filters apply

Filter	Applies to the export
Status	Yes.
Date range	Yes.
Member	Only for approvers.

If you do not hold leave.viewOthers, the export is force-scoped to your own rows on the server, whatever the member filter says. You cannot export a colleague’s leave by editing the page.

Clear the filters before exporting if you want everything. The Clear filters button appears once any filter is set.

Example

Daniel Okafor needs Q3 leave for payroll at Northwind Studio.

He opens Time Off → Requests

Daniel holds Finance, so he does not see the member filter. He asks Priya Raman, a Project Manager, to run it.

Priya filters

Status = Approved. Date range = 1 July to 30 September. Member = All members.

She exports Requests as Excel

A background job prepares the file and notifies her when it lands.

She also exports Balances as CSV

That file downloads instantly and shows every member’s closing position for each policy.

Plan and permissions

Requirement	Detail
App	Time Off must be switched on.
Plan	Pro. Exports are a Pro feature (`exports`).
Capability to export your own rows	`leave.request`
Capability to export everyone’s	`leave.viewOthers` – Owner, Admin, Project Manager

On Free, the Export button is there but the export is refused. Nothing is lost – upgrade and run it. See /concepts/plans-and-features.

Other ways to get leave data out

Route	Good for
Time Off → Export	Leave requests and balances specifically.
Balance history dialog	Auditing one person’s ledger on screen.
Settings → Export your data	A full workspace export.
Reports	Combining leave with other data and scheduling delivery.

See /settings/export-your-data and /reports/export-a-report.

Common questions

Can I schedule a leave export to run every month?

Not from the Time Off page. Scheduled delivery lives in Reports – see /reports/schedule-a-report.

Does the export include notes and rejection reasons?

No. The Requests dataset carries who, what, when and the decision, not the free-text note.

Does it include the full balance ledger?

No. The Balances dataset is the current position per member and policy. For every movement, open the History dialog on the Balance tab.

Why is my Excel file taking a while?

Excel is built in the background so a big export never freezes the page. You get a notification when the file is ready.

Are amounts rounded in the export?

No. Figures are written exactly as stored, so half and quarter days survive.

Troubleshooting

Problem	What to do
”Export failed. Try again, or narrow the filters and retry.”	Narrow the date range or the status and run it again.
The export refuses with a plan message	Exports need Pro.
Only your own rows came out	You do not hold `leave.viewOthers`.
The Excel file never arrived	Check your notifications inbox – see /notifications/inbox.
The date format is not what you expect	It follows the workspace date format. See /settings/date-and-time-formats.

​The two datasets

Requests

Balances

​Columns

​Requests

​Balances

​How to export

​How filters apply

​Example

​Plan and permissions

​Other ways to get leave data out

​Common questions

​Troubleshooting

​Related guides

Leave balances

Time off overview

Export your data

Export a report

Plans and features

The two datasets

Columns

Requests

Balances

How to export

How filters apply

Example

Plan and permissions

Other ways to get leave data out

Common questions

Troubleshooting

Related guides