If you cannot find what you are looking for in the ready-made Excels or templates, you can put together your own file. You can determine yourself which data you want to include, and how to sort the columns.
⚠️ Note: Only Admins can create custom Excels.
Set up your own Excel
Under 'Data' in the main menu on top, you'll find 'Custom Excels'. On this page, click 'Create new' in the top right corner. Depending on which information you want to see in your table, you can now select one of the following categories:
Team members: Export the data for every team member, with all members arranged one after another in rows.
Hour entries: Export the data per shift from the time registration. Every shift appears on a new row.
Planned shifts: Export the data per shift from the schedule. Every shift appears on a new row.
Leave requests: Export the data per leave request, with each request on a new row with the corresponding data.
Teams: Export the data per team. On each row you get one team.
Venues: Export the data per venue. Each row shows one venue.
Revenue: Export the data per revenue group. Rows represent revenue groups per day.
After you selected a category, you can choose whether you want to set up your Excel from scratch, or if you want to use one of the available templates. This current article explains how to create your own Excel file from scratch.
After this step, your file will appear under 'My Custom Excel Files' to continue setting it up later, to make changes, or to export the data.
Select data
Go to 'Columns' (menu on the left) where you can find all data to add to your file. As soon as you select an item, it will appear as a new column on the right. Click any item for more options.
On top of this screen you see a preview of your selection, so you can see how your setup will appear in Excel. The preview updates when you make changes.
Change format of data
For most of the data you can change the format. For example, you can decide to have the name of team members in uppercase, or change the date format. For hour entries you can choose for 'decimals' instead of 'hours and minutes'.
You find the 'Format' option by clicking the item.
Move and sort columns
When adding a new data item, it will appear in your selection on the right. On top of the page you can see how the selected data will show in the Excel file later. Editing can be done in the selection on the right.
You can click each item and move it either left or right, which determines where in the Excel file the column goes. In the preview on top of the page you can see the effect of moving the column left or right.
By default the data is sorted on the first column and in an ascending order. So for team members that would be from A to Z. You can sort any data option and choose either an ascending or a descending order.
So, if you want to sort the file by team member with the most worked hours, you can sort on 'Hours' in a 'descending' order. This way the team member with the most worked hours will appear on the very top in your Excel file.
In Excel you will see how the data is sorted and if it is in a descending or ascending order by looking at the little arrow icons: ▼ / ▲
Don't forget to save your setup and settings when you're done.
Apply filters
When you are done selecting data and organising your columns, go to the next step in the menu on the left to choose which data you do or do not want to include.
This step (e.g., 'Select time entries', 'Select team members', or 'Select shifts') filters the data so your file contains only what’s necessary. Learn more about this step.
Settings
In the settings you can name the file, add a description, and determine which roles have access to the file. You can also change the file from Excel (.xlsx) to CSV (.csv).
The type (category) can no longer be changed. This was selected when creating the file, so everything is based on that.
Export to Excel
Your Excel is finished and ready to be exported.
Click 'Export' on top of the page. You will now be asked to select the dates, either by selecting a period, or by selecting dates manually (click 'Date' in top right corner).
Now, click 'Export'. When it's done, you can find it under 'Files' in the menu on the left of the current page.
Files
In the menu on the left you find 'Files'. Here you will find all the files (downloads) that have been created previously. These files can be downloaded again, or you export a brand new file.
Apart from that, under 'Options' you can choose to duplicate the file, or delete it. Duplicating a file can be useful when you want to make changes to the column setup that you do not want to keep in the original file.
To edit the current setup of the file, you can simply use the menu on the left and make changes.
Automatic export
The last option in the menu on the left is the 'Automatic export' setting. Setting up an automatic export allows you to make sure you receive the Excel file by email on a set date and time (e.g. every week or every month). Learn more about the 'Automatic export' option.