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Employee information (Export employee data)

With the Employee information feature, you can export an Excel file containing employee data from SameSystem.

You can choose exactly which information to include based on the fields available on the employee profile.

How to export employee information

Go to: HR → Export → Employee information Alternatively, you can navigate to the Employee Demographic Report in the Report Hub or go to HR > Export > User Information. Additionally, you can use the User Information Export tool for more specific data exports.

Then follow these steps:

  1. Select which employees you want to include under Type of employees:

  • Employees not yet started

  • Current employees

  • Employees with end date

  • All groups

  1. (Optional) Filter your list by:

  • Titles

  • Departments

  • Employees

  1. Choose which data fields to include under Rows (right-hand side):

  • For example: name, email, department, title, etc.

  • For instance, to view contract days per week, include the field Days of Contract per Week or Weekly Workdays (depending on your system's terminology). Additionally, you can include fields such as payroll ID, first name, last name, start date of the current contract, and weekly hours for more detailed exports. To select multiple non-adjacent fields, hold the Ctrl key (or Cmd key on Mac) while clicking the desired fields. Examples of fields include First Name, Last Name, and Salary for reporting purposes.

  1. Click Export to download your Excel file

  • You can choose to export the file in either Excel or PDF format, depending on your preference. For PDF exports, you can use the printer option in the report view to download the report as a PDF. For generating PDFs, you can also use the Open as PDF option available in certain tools like the Schedule (Vaktplan).

What can you use this export for?

This export is useful if you:

  • Need an overview of employees

  • Want to share data with payroll, HR, or management

  • Need to work further with data in Excel (e.g. filtering, reporting, etc.)

  • Want to view contract days per week for employees without checking individual profiles- Need to export payroll data or attendance records for specific date ranges- Export individual employee timesheets for specific periods using the Schedule (Vaktplan).

  • Export department-specific data such as names and email addresses using the Data Export feature.

  • Export salary-related fields like First Name, Last Name, and Salary for reporting purposes.

Important to know

⚠️ The data in your export depends on:

  • The fields you select

  • The filters you apply

This means you can fully customize the export to match your needs.

Troubleshooting Tips

  • If the exported data includes unwanted fields, double-check your field selection before generating the report.

  • For large datasets, ensure your system has sufficient resources to handle the export process.

Need help? 😊 If you encounter issues with printing or exporting, ensure you are using a compatible browser or device. For tablets, download the PDF and transfer it to a desktop for printing if necessary.

You can always contact our Support Team:

💻 Web/PC: Use the chat directly in SameSystem
📱 Mobile: Go to More → Help → Contact support

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