Compliance setup — this guide covers statutory, payroll, and regulatory requirements. Octal HR is configurable for different countries, regions, and organizational policies.
What Can Be Exported
| Module | Exportable Data | Formats |
|---|---|---|
| Employees | Full employee register with all profile fields | XLSXCSVJSON |
| Attendance | Check-in/out logs with timestamps and sources | XLSXCSV |
| Leave | Leave applications, balances, and accruals | XLSXCSVPDF |
| Payroll | Payslips, salary register, deduction summary, WHT | XLSXPDFCSV |
| Loans & Advances | Loan register, repayment schedules, Section 36 report | XLSXPDFCSV |
| Employment History | Promotions, transfers, increments, and events timeline | XLSXPDF |
| Documents | Secure download links to each uploaded file, included in the export | XLSXCSV |
| Custom Fields | All custom field values per employee | XLSXCSV |
Export Formats
- XLSX Excel: Formatted with column headers, data types, and conditional colour coding. Best for human review and pivot tables.
- CSV CSV: Flat, raw values — best for importing into other databases or software. UTF-8 encoded.
- PDF PDF: Printable, branded reports with headers and footers. Suitable for regulatory submissions and audits.
- JSON JSON: Structured data for developers and API consumers. Follows the same schema as the REST API response objects.
- Document links: Uploaded documents are stored securely and shared as download links within the export file.
How to Export
Most modules have an Export button at the top right of the list view. Alternatively, use the dedicated export centre:
1
Go to Settings → Data → Export.
2
Select the module you want to export.
3
Apply filters: date range, department, status, or branch.
4
Select the format (XLSX, CSV, PDF, JSON).
5
Click Export. For large datasets, the export is processed in the background — you receive an email with the download link when ready.
6
Download links expire after 24 hours. Re-run the export if needed.
Column selection: Click Choose Columns before exporting to include only the fields you need. This reduces file size and prevents sharing sensitive fields unintentionally.