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Export

  • The Export section of the Staff module allows you to export staff attendance and activity data in various formats for external processing. The system offers two main export modes:

    • TeamSystem - Technical file export for payroll processing
    • Individual Monthly Report - Generation of monthly timesheets in PDF format

    To access the export function:

    1. Navigate to the STAFF section in the side menu
    2. Select EXPORT
    3. Choose the desired export type

    Important Notes

    Permissions and Access

    • Access to export functions is limited to managers and HR administrators
    • Exported data contains sensitive information and must be handled according to privacy regulations

    Export Timing

    • TeamSystem export should be performed after month closure
    • It is advisable to wait for validation of all time stamps before final export
    • Monthly reports can be generated at any time for consultation

    Troubleshooting

    • Invalid TeamSystem file: Verify that all employees have their ID number correctly configured
    • Empty PDF report: Check that data exists for the selected period
    • Generation errors: Contact the system administrator if errors persist

  • TeamSystem Export

    Description

    The TeamSystem export generates a technical file containing all employee attendance data for the selected month. This file is specifically formatted to be imported directly into the TeamSystem software for automatic payroll processing.

    Export Procedure

    1. From the main export screen, click on the TeamSystem card
    2. Click the START EXPORT button below the TeamSystem logo
    3. The "TEAMSYSTEM EXPORT" modal window will open
    4. Select the Company from the dropdown menu (or keep "All options selected")
    5. Select or verify the Date for the month to export (MM/YYYY format)
    6. Click the START EXPORT button

    Error Checking and Warnings

    Before proceeding with the export, the system automatically performs a data check to identify any issues:

    Blocking Errors (Red Indicator)

    • Message: "Unable to process export. Resolve the following errors"
    • Example: "Staff activities export ID must be set for individual"
    • Required action: Blocking errors must be corrected before you can proceed with the export
    • The export button remains disabled until all errors are resolved

    Warnings (Yellow Indicator)

    • Indicate incomplete working days for individual employees
    • Example: "Incompleted working day for individual John Smith (GSI-10-2023-001) on 04/21/2025"
    • Optional action: Warnings can be bypassed by clicking CONTINUE
    • The decision to proceed despite warnings is under the manager's responsibility

    Exported File Format

    The exported file is in text format with specific encoding for TeamSystem, containing:

    • Company code and reference period
    • Employee codes and ID numbers
    • Daily working hours
    • Justification codes for absences
    • Monthly totals by category (regular hours, overtime, vacation, leave)
    Screenshots

  • Individual(s) Monthly Report

    Description

    The Individual Monthly Report generates a PDF document containing the detailed monthly attendance summary. This report can be generated for the entire company, specific business units, or individual employees.

    Generation Procedure

    1. From the main export screen, click on the INDIVIDUAL MONTHLY REPORT card
    2. Click the START EXPORT button below the report icon
    3. The "INDIVIDUAL MONTHLY REPORT" modal window will open
    4. Configure the export parameters:
      • Company: Select the company or keep all selected
      • Business unit: Select specific unit or all
      • Individuals: Select "All options selected" for all employees or choose specific individuals
      • Date: Set the reference month (MM/YYYY format)
    5. Optional: Check the "Add column with full days absences (expressed in days) in export summary" box to include absence details
    6. Click the START EXPORT button

    PDF Report Content

    The generated report includes:

    • Header: Company data, employee and reference period
    • Monthly calendar: Daily grid with clock in/out times
    • Justification codes: Legend of codes used (PROL, F003, etc.)
    • Hours summary:
      • Regular working hours
      • Overtime hours
      • Vacation days used
      • Leave and absences
    • Totals: Sum of hours by category

    Multiple Selection Options

    The system allows great flexibility in report generation:

    • Complete company report: Selecting all options generates a single PDF with all employees
    • Business unit reports: Generates separate reports for each organizational unit
    • Individual reports: Generates a separate PDF for each selected employee
    Screenshots