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How to access and export your data

This article will guide you on how to export your employee details, Punch Clock data, and Leave data for compliance or audits

Patrick Gruhn avatar
Written by Patrick Gruhn
Updated over a week ago

🎯 This article is for the admins who are required to produce an audit trail, conduct an initial investigation, suspect a data breach, or wish to cancel their Planday subscription. You can get an overview of all the reports you can export in Planday here.

Export Employee details and changes

First, go to People > Employees > Tools > Export data.

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On the Export employee details page, your custom-made reports will show on the left. While the pre-made reports for Employee details and Employee changes are under the Integration templates section on the right side.

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Export Employee details

An export of all current employee data will allow you to get a quick overview of the personal data that you currently have in the system.

Export Employee changes

A change report that you can use to find out who has made changes to your Planday data, and when. In the event of a suspected compromise of employee data, this report will be available for your scrutiny.

Export data related to documents

You can export your employees’ contracts by navigating to People > Contracts > Signed contracts and download the contracts one by one.

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You can also export a list of the documents uploaded in the employees’ profiles, in the Files section by going to People > Tools > Document Overview.

💡 Only the list will be exported, not the documents themselves.

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Export the Punch Clock data

Go to Schedule > Punch Clock > Select the Printer icon. This report will give you full visibility into clocking data for your employees. To get a granular report we recommend exporting in Excel format.

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View shift history to track the changes related to scheduling

To review shift change history you have two options:

  • Navigate to Schedule > Tools > Schedule history to see all changes made to the schedule.

  • or Select an individual shift, then go to the History tab to see changes to a particular shift.

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Export data related to Leave and Time off in lieu

Export Leave balances

Export the available balance of your employees’ leave accounts by going to Schedule > Leave accounts (or Absence accounts).

  1. Adjust the period to have the right balance.

  2. Select the account status

  3. In the filters, choose which Departments, Employee groups, Employee types and Leave accounts you want to extract the report for.

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4. Then click on Export in the top right hand corner

Read more about leave balances here: Overview of Absence accounts & Leave balances.

Export Time off in lieu balances

Export your employees’ TOIL balances by going to Schedule > Leave accounts (or Absence accounts) and selecting Time off in lieu accounts.

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Then, adjust the period you’d like to have the export for, choose the account status, choose the department-s, employee group-s, employee type-s you want to extract data for and choose the name of the TOIL account.
Finally, click on Export in the top right hand corner.

Export Leave requests

Export your employees’ overall leave requests for a selected period under Schedule > Leave requests (or Absence requests) > Export.

Find out more about this here.

Export a detailed report of the transferred TOIL hours

To have the details of the hours transferred to your employees’ TOIL account, you can follow the steps described here. (link to section “How to export a TOIL report” in the article “View or edit TOIL and overtime balances”.

Contacting Planday

In the event of a suspected data compromise, you can contact our support team via the blue icon at the bottom. We will endeavor to respond as quickly as we can. Please note that any information or context that you can provide from your own investigation using the steps outlined above will aid us greatly in assisting you. Please read our data retention policy here: General subscription terms and conditions.

See related articles:

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