Export & Import Attendance

Navigation Path

Export & Import → Attendance

URL

/export-import/export-import-attendance

Page Description

• Allows bulk export and import of employee attendance data via Excel files
• Supports filtering attendance by month, year, employee, client, and unit
• Provides two import methods: standard attendance and exported sheet
• Validates attendance data before importing into the system
• Provides sample Excel template with built-in instructions for proper data format
• Streamlines attendance management and data migration

1. Page Components

Export Example Link

Important: The downloaded Excel template is a comprehensive guide that includes:

• All required and optional columns for attendance data
• Detailed instructions for each field (date, employee, attendance status, hours, etc.)
• Data format examples and sample attendance records
• Validation rules and requirements
• Color coding for required vs optional fields
• Attendance status codes and their meanings
• Date and time format guidelines

Always refer to the template instructions before filling attendance data.

2. Filter Section

Search & Filter Fields

Filter Field Details

Month Field

• Type: Single select dropdown
• Options: All 12 months
• Required: Yes (for export)
• Purpose: Specify which month's attendance to export/import

Year Field

• Type: Single select dropdown
• Options: Available years in system
• Required: Yes (for export)
• Purpose: Specify which year's attendance to export/import

Employee Field

• Type: Multi-select dropdown with search
• Features:
  • Search employees by name or code
  • Select multiple employees
  • Clear button (X) to remove selections
  • Upload icon for bulk selection
• Display Format: [Employee Code] | [Employee Name]
• Examples:
  • PFSBBAN691 | GOWRAMMA
  • PFSBHYD119 | SK JAHIDUL ALMO SK JAHIDUL ALMO
  • PFSBDDN229 | BINESH DEVI
  • PFSBS5763 | RAM GOCHHAYAT

Client Field

• Type: Multi-select dropdown with search
• Features:
  • Search clients by company name
  • Select multiple clients
  • Clear button (X) to remove selections
  • Upload icon for bulk selection
• Display: Shows "NULL" if no client assigned
• Purpose: Filter attendance by specific client(s)

Unit Field

• Type: Multi-select dropdown with search
• Features:
  • Search units by name or code
  • Select multiple units
  • Clear button (X) to remove selections
  • Upload icon for bulk selection
• Display Format: [Unit Code] | [Unit Name]
• Examples:
  • UNT00007683 | TATA TELE SERVICES, NOIDA
  • UNTPFS00008321 | BLS INTERNATIONAL SERVICES LTD.
  • UNT004989 | GOLDEN SPARROW KESSEL MALL, KURUKSHETRA

Filter Action Buttons

View Button Behavior:

• Applies selected filters
• Generates attendance records matching criteria
• Prepares data for export (if using export function)
• Shows filtered attendance count

Reset Button Behavior:

• Clears all month, year, employee, client, and unit selections
• Resets page to default state
• Does not affect uploaded files

3. Import Section 1: Attendance Excel File

Section Label

"Select (Attendance Excel) File:"

Upload Area

Upload Instructions

Text Display: "Upload or drag and drop (.xlsx, .xls)"

Upload Methods:

1. Drag and Drop

   • Drag Excel file from file explorer
   • Drop into the dashed border area
   • File name appears after selection

2. Click to Browse

   • Click anywhere in the upload area
   • System opens file browser dialog
   • Navigate and select Excel file
   • Click "Open" to select file

Import Button (Section 1)

Function: Import standard attendance data Requirements: Valid Excel file must be selected Process:

1. Validates file format (.xlsx or .xls)
2. Reads Excel attendance data
3. Validates date formats and attendance codes
4. Checks employee existence in system
5. Validates against business rules
6. Imports valid attendance records
7. Shows success/error summary

4. Import Section 2: Attendance Excel Exported Sheet

Section Label

"Select (Attendance Excel) Exported Sheet File:"

Upload Area

Purpose of Exported Sheet Import

This section is specifically for importing attendance data that was:

• Previously exported from this system using the "View" button
• Modified/corrected offline
• Ready to be re-imported back into the system

Use Cases:

• Bulk attendance corrections
• Offline attendance editing
• Data migration from previous periods
• Reconciliation of attendance records

Import Button (Section 2)

Function: Import previously exported attendance data Difference from Section 1: This import expects the exact format that was exported from the system Requirements: File must be in exported sheet format

5. Excel Template Download

Template Contents

The downloadable Excel template includes:

• Pre-formatted columns with all required attendance data fields
• Built-in instructions explaining each column and data format
• Attendance status codes (Present, Absent, Leave, Holiday, etc.)
• Date format guidelines (DD/MM/YYYY)
• Time format specifications (for in-time, out-time, hours)
• Sample attendance records showing correct data format
• Color-coded headers indicating required vs optional fields
• Notes section with important attendance rules
• Validation rules embedded in the Excel file

How to Use Template

1. Click "Export Example In Excel" to download
2. Open the downloaded file in Microsoft Excel or compatible software
3. Review the instructions sheet/row in the template
4. Fill attendance data starting from the designated row
5. Use correct attendance codes as specified in the template
6. Follow the date and time format guidelines provided
7. Save the file and upload for import

Note: Do not modify the template structure, column names, or column order. The Excel file contains all necessary instructions and attendance codes.

Template Features

The Excel template is designed to be self-explanatory and includes:

Expected Template Structure

When you open the downloaded template, you will find:

1. Instructions Section - Guidelines on how to fill attendance data
2. Attendance Codes Legend - Explanation of all status codes
3. Column Headers - Date, Employee Code, Employee Name, Status, Hours, etc.
4. Sample Rows - Example attendance records in correct format
5. Empty Rows - Space to enter attendance information
6. Notes/Rules - Attendance policies and special requirements

6. Common Attendance Fields

Typical Attendance Data Structure

The Excel template typically includes the following fields:

Note: The actual structure is defined in the downloadable template with complete field descriptions.

7. Attendance Status Codes

Common Attendance Codes

Note: The complete list of valid attendance codes is provided in the downloadable Excel template. Always refer to the template for organization-specific codes.

8. Data Validation Rules

The system validates all imported attendance data against the following criteria:

Basic Validations

• Required Fields: Date, Employee Code, and Attendance Status must be filled
• Date Format: Must be in DD/MM/YYYY format and valid calendar date
• Employee Validation: Employee Code must exist in the system
• Status Code: Must match one of the valid attendance status codes
• Time Format: In-time and Out-time must be in HH:MM format (if provided)

Common Field Validations

Business Validations

• Date Range: Attendance date must be within allowed date range
• Duplicate Check: No duplicate attendance for same employee on same date
• Leave Balance: Leave codes validated against available leave balance
• Unit Match: Employee must be assigned to the specified unit
• Shift Rules: Attendance must comply with shift timings (if applicable)
• Holiday Validation: Cannot mark present on system-defined holidays (unless override allowed)
• Past Date Lock: Cannot import attendance for locked periods

Note: Detailed validation rules and formats are provided in the downloadable Excel template.

9. Master Data Validation

Referenced Master Data

The following fields must match existing master data:

10. Import Process Flow

Method 1: Standard Attendance Import

1. Download Template

   • Click "Export Example In Excel"
   • Save template file to local system
   • Keep original template structure intact

2. Fill Attendance Data

   • Open downloaded template in Excel
   • Read the built-in instructions in the template
   • Fill attendance data row by row according to template guidelines
   • Use correct attendance status codes from the template
   • Ensure all required fields (marked in template) are filled
   • Follow date and time format examples
   • Validate data before saving

3. Save Excel File

   • Save file in .xlsx or .xls format
   • Use meaningful filename (e.g., "Attendance_December_2025.xlsx")
   • Note file location

4. Upload File

   • Navigate to Export & Import Attendance page
   • Locate "Select (Attendance Excel) File:" section
   • Drag file to upload area OR click to browse
   • Select saved Excel file
   • Verify file name appears

5. Import Data

   • Click "Import" button in Section 1
   • Wait for processing
   • System validates all attendance data

6. Review Results

   • Success message with imported attendance count
   • Error list (if any validation fails)
   • Download error report (if applicable)

7. Verify Imported Data

   • Check Attendance module/reports
   • Verify all dates and statuses imported correctly
   • Confirm attendance reflects in employee records

Method 2: Exported Sheet Import

1. Export Existing Attendance

   • Select Month, Year, and other filters
   • Click "View" button
   • System generates attendance data
   • Export to Excel (if export option available)

2. Modify Attendance Offline

   • Open exported Excel file
   • Make necessary corrections
   • Update attendance status or hours
   • Add remarks if needed
   • Save modifications

3. Re-import Modified Data

   • Navigate to "Select (Attendance Excel) Exported Sheet File:" section
   • Upload the modified exported file
   • Click "Import" button in Section 2
   • System processes the re-import

4. Verify Changes

   • Check that modifications are reflected
   • Verify attendance updates

11. Export Process Flow

Exporting Attendance Data

1. Select Filters

   • Choose Month (e.g., DECEMBER)
   • Choose Year (e.g., 2025)
   • Optionally select Employee(s)
   • Optionally select Client(s)
   • Optionally select Unit(s)

2. Generate Data

   • Click "View" button
   • System fetches attendance matching filters
   • Data is prepared for viewing/export

3. Export to Excel (if applicable)

   • Use export functionality to download
   • Save exported file
   • Use for offline analysis or modifications

12. Success/Error Messages

Success Scenarios

Error Scenarios

13. Import Error Report

Error Report Format

When import fails for some records, system generates error report:

Report Contents:

• Row number with error
• Date and Employee Code of failed record
• Field name causing error
• Error description
• Original value from Excel
• Suggested correction

Export Options:

• Download as Excel file
• Review offline
• Correct errors in original file
• Re-import corrected file

14. Best Practices

Before Import

1. Download Fresh Template

   • Always download template from the system (don't reuse old templates)
   • Read all instructions provided within the Excel file carefully
   • Understand attendance codes and their meanings
   • Don't modify column structure, headers, or column order
   • Don't delete or add columns
   • Keep the template format exactly as provided

2. Prepare Master Data

   • Ensure all employees exist in system
   • Verify employee codes match exactly
   • Confirm units/branches are set up
   • Check holiday calendar is configured
   • Verify leave types are defined

3. Validate Data Offline

   • Check for duplicate date+employee combinations
   • Verify all dates are in correct format
   • Ensure attendance codes are valid
   • Validate time formats (if using in/out times)
   • Cross-check against actual attendance records
   • Verify leave applications exist for leave codes

4. Check Date Range

   • Ensure attendance period is not locked
   • Verify dates are not in future
   • Confirm dates fall within allowed import range

5. Test with Small Batch

   • Import 5-10 attendance records first
   • Verify successful import
   • Check data appears correctly in system
   • Then proceed with bulk import

During Import

1. Single File at a Time

   • Import one file completely
   • Wait for confirmation message
   • Don't upload multiple files simultaneously
   • Complete one import before starting another

2. Monitor Progress

   • Wait for processing to complete
   • Don't close browser window during import
   • Don't navigate away from page
   • Note the progress messages

3. Choose Correct Import Section

   • Use Section 1 for fresh attendance data
   • Use Section 2 for re-importing exported sheets
   • Don't mix the two import methods

4. Note Error Details

   • Screenshot error messages
   • Download error report immediately
   • Note row numbers with issues
   • Save error report for correction

After Import

1. Verify Imported Data

   • Check Attendance module
   • Verify all dates imported correctly
   • Confirm attendance status matches
   • Check in/out times (if applicable)
   • Verify hours calculation

2. Handle Errors

   • Review error report thoroughly
   • Correct errors in Excel file
   • Understand why errors occurred
   • Re-import only failed records (if supported)
   • Or re-import entire corrected file

3. Run Attendance Reports

   • Generate attendance summary reports
   • Verify data consistency
   • Check for any anomalies
   • Confirm calculations are correct

4. Update Related Data

   • Process attendance for salary calculation
   • Update leave balances (if applicable)
   • Generate attendance reports for approval
   • Notify supervisors/managers

5. Maintain Records

   • Keep copies of imported files
   • Maintain error reports
   • Document any corrections made
   • Archive monthly attendance files

15. Two Import Methods Explained

When to Use Each Method

Method 1: Attendance Excel File (Section 1)

Use When:

• Importing fresh attendance data
• Adding new attendance records
• Using the standard template format
• First-time data entry
• Migrating attendance from external sources

Process:

• Download template
• Fill according to template instructions
• Upload to Section 1
• System validates against all rules

Method 2: Attendance Excel Exported Sheet (Section 2)

Use When:

• Re-importing previously exported data
• Making bulk corrections to existing attendance
• Reconciling attendance discrepancies
• Updating multiple records offline
• Data migration from one period to another

Process:

• Export attendance using View/Export function
• Modify exported file offline
• Upload modified file to Section 2
• System updates existing records

Key Differences

16. Filter Usage for Export

How Filters Work

The filter section (Month, Year, Employee, Client, Unit) is primarily used for:

1. Exporting Specific Attendance

   • Select criteria to narrow down data
   • Click "View" to generate filtered attendance
   • Export the filtered data

2. Previewing Data

   • Verify attendance exists for period
   • Check employee attendance status
   • Review before import/export

3. Bulk Operations

   • Export attendance for specific employees
   • Export unit-wise attendance
   • Export client-wise attendance

Filter Combinations

17. Important Notes

Template Usage

• Always use the downloaded template - It contains the most up-to-date structure and instructions
• Read attendance code instructions carefully - Wrong codes will cause import failures
• Follow date format strictly - Date format errors are common import issues
• Don't skip the sample rows - They demonstrate correct format for all attendance fields
• Follow the color coding - Template uses colors to indicate required vs optional fields
• Preserve template structure - Any modification to column structure will cause import failures

Data Preparation

• The Excel template is your primary reference guide
• All attendance codes, formats, and validations are documented within the template
• When in doubt about a status code, always refer back to the template instructions
• Sample attendance records in template show real-world examples of correct formatting
• Time formats are critical - follow template examples exactly

Attendance Period Management

• Check with admin about locked/unlocked periods before importing
• Attendance for past months may be locked and cannot be imported
• Future-dated attendance typically cannot be imported
• Month-end closures may restrict imports

Data Accuracy

• Attendance data directly impacts salary calculation
• Verify data accuracy before importing
• Double-check leave codes against actual leave applications
• Ensure overtime hours are approved before importing
• Cross-reference with actual shift rosters

System Integration

• Imported attendance affects multiple modules (salary, leave, reports)
• Ensure consistency with leave management system
• Verify integration with payroll processing
• Check impact on attendance-based calculations
• Coordinate with HR/Payroll teams before bulk imports

End of Documentation