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Admin Functions

Reports and backup

Need to analyse sickness? Want to look at holidays over a specific date range? Want to take a full backup? No problem, you can export all your data into Excel - and store, analyse, filter, and pivot till your hearts content. You can download reports for the whole organisation or just a single employee.

 

Full organisation reports

For all your company wide reports, head to SETTINGS > REPORTING & BACKUP.

You've got four to choose from: 

  1. Annual summary
  2. Full backup 
  3. Audit trail 
  4. Recent transactions

1. Annual summary

These give you all the data for a given year. All the bookings, deductions, allowances, carry forward values and links to attachments. Just choose the year you want to download. 

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The download has worksheets, you select them from the bottom in Excel:

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  1. Allowances - summary of how each person has used their allowance, brought forward, carry forward, remaining leave and time in lieu. 
  2. Leave - all requests and bookings, including those declined and cancelled.

 

2. Full backup

You can export all your data from Timetastic, ideal for backup, big data analysis or just looking across years. There's the option to download into Excel or all data including uploaded attachments into a Zip file. 

The Excel file contains data in 6 worksheets:

  1. Organisation
  2. Departments
  3. Users
  4. Leave
  5. Time in lieu
  6. Work schedules

If you choose a Zip file download, attachments are sorted by employee into separate folders, along with the Excel file.

 

3. Audit trail

Did something change on your account? Want to know when it happened? This is where you go.

The audit trail shows you actions and changes to your account.

We're not talking about bookings here. We're looking at adding and removing users, edited allowances, changing admin users, updating work schedules, changes to department settings.

You'll be prompted to pick the date range for your audit trail, then click 'Download'.

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Note: Audit trail data is available back to 20th May 2018.

The download includes:

Date/ Time When it happened
IP Address The IP address that made the change
Action What happened
Triggered By Whether it was triggered by a user or was automated (for example the annual carry forward is automated)
Triggered By Details The name and email address of the user who made the change
Target Type The data field that was changed
Target Id The record ID of the item that changed (handy if you've got e.g. 2 users with the same name)
Target Name The name of the record that changed (leave type name, user's name, organisation name etc)
New Values The new value in the record

 

4. Recent transactions

Here you've got a real time list of the most recent bookings, with the option to download the last 30 days to Excel.

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Individual employee report

If you're just after a summary for a particular member of staff, you can download an individual report.

Head to USERS on the main menu. 

Click the three dots next to the relevant employee, then 'Download data'.

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The Excel file contains data across 7 worksheets:

  1. Summary
  2. User data
  3. Allowance breakdown
  4. Sign in logs
  5. Leave
  6. Time in lieu
  7. Work schedules

If the employee has any attachments uploaded to their bookings, these will be downloaded into a separate folder alongside the excel report.