Support & Documentation

User Guide

Leave Time Report

Section Contents

• • Report Description
  • Generate Leave Time Report (HTML Format)
  • Export Report Data in CSV Format

Report Description

This report provides you with information about leave time reported for the selected leave types by actiTIME users.

Leave time information presented in the report includes:

• Overall leave time reported for the selected leave types within the specified date range
• Time reported for each of the selected leave types within the specified date range

Report results can be grouped by users, by dates, and by calendar months. For example:

• First group results by users, then by dates
• First group results by users, then by months
• First group results by months, then by users
• Group report results by users only
• Group report results by dates only
• Group report results by months only
• etc.

The following filters are available for the Leave Time report:

• System users - you can create a report for all staff or only for the selected system users.
• Leave types - you can create a report for all leave types users reported time for or for the selected leave types.
• Date range

To access the Leave Time report interfaces use the 'Leave Time' sub-menu of the top-level menu 'Reports'.

Generate Leave Time Report (HTML Format)

To generate and view a Leave Time report in HTML format follow the instructions below:

1. Select the 'Leave Time' option in the top-level menu 'Reports' to open the report interface.

   
   Leave Time Report form

2. Specify parameters for the report to be generated.

   You can load a report configuration with pre-configured report parameters. See section Working With Report Configurations for more information.

   The report parameters include:

   • Users to generate report for - all or selected actiTIME users.

     To show users with disabled access in the 'Selected Staff' list set the 'Show users with disabled access' checkbox under the list.

   • Leave types to generate report for - all or selected leave types.

     
     Leave Type Selector

     To see archived leave types in the selector, set the 'Show archived leave types...' checkbox under the list of leave types.

   • Data grouping options

   • Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes format (HH:MM).

     This option is not applicable to the reports in CSV format. Reports in the CSV format always use decimal format for time-track data.

   • Date range - you can use one of pre-defined date ranges or configure a custom date range.

   Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:

   • Users: All staff
   • Leave Types: All leave types (users have reported time for)
   • Data grouping: Group by Users
   • Time format: As configured in the general system settings
   • Date range: Current month

   After you have generated a report, the interface saves its parameters and will pre-set them when you open the report page next time.

3. When you are ready, submit the page by clicking 'Generate Report' button at the bottom of the interface. The system will generate and show the report according to the specified parameters.

If you want to modify parameters of the generated report, click the link 'Change report parameters' above the table. This will return you to the page with report parameters. Modify them and generate the report again.

Export Report Data in CSV Format

To export data of Leave Time report in CSV format follow the instructions below:

1. Specify report parameters in the same way as for generating an HTML report (for more information see section Generate Leave Time Report).

2. When you are ready, submit the page by clicking 'Export Report to CSV Format' button at the bottom of the interface. The system will generate and return a file with report data in CSV format.

   Save the generated file. For examining exported data open the saved file in Microsoft Excel or any other spreadsheet software.

   Report records will be delimited by the field separator configured in the general system settings You may need to change the default field separator if your spreadsheet software does not automatically split the report data in columns (for more information see section Adjust General System Settings).

   Numbers shown in the report will be formatted using decimal symbol configured in the general system settings.

   In contrast to HTML reports, CSV reports always convert time to the decimal format. This means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".

You can also export the report data to CSV format just after generating a report in the HTML format. The system will generate and show you a new report in the CSV format using the same report parameters as in the previously generated HTML report.