> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Export leave data

> Download leave requests or balances as CSV or Excel, matching the filters you have set on the Time Off page, for payroll or an audit.

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

<CardGroup cols={2}>
  <Card title="Requests" icon="list">
    One row per leave request – who, which policy, which dates, how much, and the
    decision.
  </Card>

  <Card title="Balances" icon="wallet">
    One row per member and policy – accrued, used, pending and remaining.
  </Card>
</CardGroup>

## 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| `status`      | Pending, Approved, Rejected or Withdrawn.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](/time-off/leave-balances).

## How to export

<Steps>
  <Step title="Set your filters first">
    On the **Requests** tab, set **Status**, **Member** and the date range. The
    export mirrors whatever is on screen.
  </Step>

  <Step title="Click Export">
    The menu opens with two groups – **Requests** and **Balances**.
  </Step>

  <Step title="Pick a dataset and format">
    **Download CSV** or **Download Excel** under either group.
  </Step>

  <Step title="Collect the file">
    CSV downloads straight away. Excel is prepared in the background and you get a
    notification when it is ready.
  </Step>
</Steps>

| 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. |

<Tip>
  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.
</Tip>

## How filters apply

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

<Warning>
  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.
</Warning>

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.

<Steps>
  <Step title="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.
  </Step>

  <Step title="Priya filters">
    **Status** = `Approved`. Date range = 1 July to 30 September. **Member** =
    All members.
  </Step>

  <Step title="She exports Requests as Excel">
    A background job prepares the file and notifies her when it lands.
  </Step>

  <Step title="She also exports Balances as CSV">
    That file downloads instantly and shows every member's closing position for
    each policy.
  </Step>
</Steps>

## 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](/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](/settings/export-your-data) and
[/reports/export-a-report](/reports/export-a-report).

## Common questions

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="Does the export include notes and rejection reasons?">
    No. The Requests dataset carries who, what, when and the decision, not the
    free-text note.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="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.
  </Accordion>

  <Accordion title="Are amounts rounded in the export?">
    No. Figures are written exactly as stored, so half and quarter days survive.
  </Accordion>
</AccordionGroup>

## 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. |

## Related guides

<CardGroup cols={2}>
  <Card title="Leave balances" href="/time-off/leave-balances">
    What the balance columns mean.
  </Card>

  <Card title="Time off overview" href="/time-off/overview">
    The filters the export mirrors.
  </Card>

  <Card title="Export your data" href="/settings/export-your-data">
    A full workspace export.
  </Card>

  <Card title="Export a report" href="/reports/export-a-report">
    Combine leave with other data.
  </Card>

  <Card title="Plans and features" href="/concepts/plans-and-features">
    Why exports need Pro.
  </Card>
</CardGroup>