Export employees' rostered shifts, worked, and approved times for up to 3 months in a single CSV export from the Approve Shifts page!
Using the Approved Shifts CSV Export feature is an ideal solution if you want to ensure that all your shifts are approved and ready for payroll. This export also allows you to export a variety of other information.
Some examples of this useful export are:
- Export clock, roster or approval data for up to a 3-month time span.
- Export all unapproved shifts to send to your managers/supervisors.
- Run final checks before payroll.
- Run a report to compare rostered hours, clocked hours & approved hours (see also Roster Summary Report).
- View the manager who approved or declined a specific shift. For information on approving or declining shifts, read more here.
To fully understand the many applications of this report in your business, we encourage you to read through the Use Cases section provided below. With so many data points and the ability to export up to 3 months' worth of data from Approved Shifts, there are a multitude of reasons to use this report regularly!
In this article, we will cover:
- Use Cases for Approve Shifts CSV Export
- Using the Approve Shifts CSV Export
- Creating and using template export options
If you found this article helpful, you can also check out our two other popular articles on Approving Shifts and the convenient Locking Approve Shifts for Payroll feature.
Exporting from Approved Shifts provides a wealth of data points that can be used for various purposes. With so many benefits, you should be utilising this export to report on weekly, fortnightly or even monthly data.
Data points for the Approve Shifts page
The Approve Shifts page pulls data from various places, including:
- All Rosters once the shifts are published
- Clock data when employees clock in and out
- Submit Shifts
- As well as all information managed and edited from the Approve Shifts page itself
Please note: The Approve Shifts page does not display rostered shifts for salaried staff (Salaried basis is enabled). This is a limitation of this export feature.
Use Cases for the Approve Shifts CSV Export
As a result of all of these converging data points, the Approve Shifts CSV Export is useful for reporting on a variety of different use cases, often even before shifts have begun to be clocked in and out.
Some of the most common use cases are:
- In Labour Hire - To send to a client for Approval and checks.
- To review a list of verified manager sign-offs on submitted shifts - If your platform uses the Supervisor shift verification process from Submit Shifts.
- To check that there are no duplications of Leave and shift hours for employees on the same day (Be sure to include tick boxes for 'Leave type' and all Approval information).
- To ensure that unpaid breaks have been accounted for (Be sure to include tick boxes for all clock and approve break information.).
- Export a list of shifts happening today (for example, a Daily run sheet).
- Export a CSV of your fortnightly roster.
- To export all information on shift warnings.
- See which manager approved or declined a particular shift.
- Easily view notes made on shifts (from the Roster and in Approve Shifts)
- Export comments made by employees at clock-in/clock-out and the clock questionnaire questions.
- Easily view a summary of Shift allowances over the week.
- Export all unapproved shifts to send to your managers/supervisors.
- Run a report to compare rostered hours, clocked hours & approved hours (see also Roster Summary Report).
- Run final checks before payroll.
Below is an example of this CSV report, specifically designed to identify shifts from the past fortnight that have not yet been verified (approved).
Once you have an idea of the data you'd like to view, it is time to run the export. Keep in mind that only published shifts on the roster flow through to Approve Shifts, so ensure your roster is published before using this export.
Hot tip: Filters applied to your Approve Shifts page, will also be reflected in your CSV Export. To export all data for your selected time period, please clear your filters on the Approve Shifts page first.
To use the Approve Shifts CSV Export:
- Navigate to Time & Attendance > Approve Shifts.
- As mentioned above, you can use the filters to select the information you'd like to export. For example, you may only want to export information for a certain:
- Employees
- Office Code
- Operations
- Rosters
- Shift status
- Created by - Admin-created shifts (from the Roster and Approve shifts) or Employee-created (Submit shifts)
- Select Apply Filter.
-
When you are ready to make your export selections, navigate to the Export button.
Please note: The down arrow next to the Export button is the Shift Approvals Import feature, which allows you to export pending shifts that can be managed (approved, edited, or declined) in bulk.
- Use the Date selector to select the desired date range for export. This can be up to a 3-month time range, provided you have that much data. Or use the drop-down to select a quick date range, such as:
- This week
- Last week
- This month
- Last month
- Last 3 months
- You'll now select the data you wish to export:
- You can use the Deselect all option at the top to save time selecting radio buttons, or,
-
Select any headings to select/deselect an entire category.
- To save this export as a template, enable the 'Save as template' toggle and name your template before exporting.
- Select Export CSV. The report will now show the information you have selected to export.
In the example below, our main goals in the Export configuration chosen above were to view the approval status of all shifts, ensure unpaid breaks were taken on shifts exceeding 5 hours, identify any leave applied to shifts, and determine who approved or declined each shift and when (see below).
By adding filters and sorting in Excel, you can slice and dice the data as you require.
Another feature you can use to save time is the 'Save as template' feature. This way, you can run an export daily, weekly, or monthly with the same export options, without having to select them each time. You'll find a similar feature in other export features in your platform.
In the details below, we'll walk you through how to:
- Create and save a template export
- Load an export template
- Make edits or delete templates
Creating and using export templates
Once you have a combination of data points that you like to export, it's a good idea to 'save as a template' for future use.
To create an export template:
- Under Export Options > enable the 'Save as template' toggle > Name your export description.
- Make all your relevant selections for the template, then select Export CSV.
- Your CSV will be exported, and the template will be saved in the same action.
The export template options are unique to each admin user, so you can easily save a list of your favourite exports from the Approve Shifts page.
Hot tip: If you'd like to share your export template options with other foundU admins, open the relevant template option and take a screenshot of the configured choices for them. Next time they log in, they can select those items and save them in their favourites!
To use an export template:
- Under Export Options > select Use template, and choose from the available template options.
- Your template will now be loaded. Review the selections and select Export CSV.
- Your export will appear in your download notifications.
Editing and deleting export templates
Over time, you may find that your export template needs change slightly, or there may be templated options that you don't need to use at all.
Within your export templates, you can:
- Edit a template - Update a template by making changes to the template options and resaving.
- Delete a template - Remove unneeded templates.
To edit an export template:
- Under Export Options > select Use template, and choose from the available template options.
- Select the edit pencil, and make the changes to your selections.
- Once complete, select Save template.
- Your template is now saved, and you can export it immediately via Export CSV if you wish to.
To remove an outdated or unneeded template, select the 3 dots > Delete. Please note that this action cannot be undone.