Export the employee list
This article explains how to get your headcount data out of the platform and what alternatives exist while direct export of the directory is not available.
Feature status
The back office does not currently have a button to export the employee list to CSV. The Employees list is viewed, filtered and searched on screen, but does not generate a downloadable file.
Importing employees from CSV, on the other hand, is available: see below.
What you can export today
| Need | Available route |
|---|---|
| Hours worked, attendance and absences per employee and period | Attendance report, in PDF or Excel (XLSX) |
| Tasks for the period with their status and compliance | Task report, in Excel (XLSX) |
| Evidence of the working-time record for an inspection | Regulatory compliance report |
Both reports include the employee's identification, so an attendance export covering a wide period lets you reconstruct the list of active people and their reference details.
See Export data for the detail of each report.
Import employees from CSV
The opposite direction is covered. If you are coming from another system or need to create many people at once, you can upload a CSV file with your employees' details and map its columns to the platform's fields during the import process.
This is the recommended route when going live with a large headcount, rather than creating the profiles one by one.
If you need the complete directory
For a complete extraction of the employee directory —for example, for an audit, a system migration or the exercise of the right to data portability— write to hola@encodebiz.com to request it. The support team can provide the extraction.
GDPR considerations
Any file that leaves the platform contains employees' personal data (name, email, identity document) and becomes your company's responsibility:
- Secure storage. Keep the files in locations with restricted access, not in uncontrolled shared folders.
- Protected transmission. If you send the file to your accountancy firm, use an encrypted channel or protect it with a password.
- Minimisation. Extract only the period and the fields needed for each purpose.
- Retention. Delete the file once its purpose has been fulfilled, unless there is a legal obligation to retain it.
Role note
Generating reports is available to manager (level 3) and owner (level 4).