Export time data

Export time tracking logs as a monthly PDF overview or CSV for a chosen date range — for payroll, audits, labor-law documentation, and personal records.

Export time tracking data from the log table when you need a shareable report for payroll, audits, or personal records. Fuxam produces either a formatted PDF (with monthly overview KPIs) or a CSV spreadsheet from the same column selection, scoped to the user and date range currently visible in the table.

This export channel is purpose-built for work-time logs. It is separate from Statistics Center reports, which address institution-wide academic and regulatory datasets—not individual timesheets.

Why it matters

Operational time data only supports payroll and compliance when it can leave the system in a stable, reviewable format. HR offices, external auditors, and employees themselves often need a month-bound snapshot that shows start and end times, tracked duration, difference from expected hours, pauses, absences, and timestamps in one package.

Because export respects the same permissions as viewing the Time Tracking tab, sensitive hour records stay within the access model defined in User Management and Roles and permissions.

In jurisdictions that expect employers to retain working-time records for inspection (often around two years in Germany), a consistent monthly PDF or CSV archive is a practical way to keep what Fuxam recorded available outside the live application—subject to your institution’s retention policy and legal advice.

How it fits

Export channel	Best for
Time tracking PDF or CSV (this page)	Per-user work hours, pauses, absences, model differences.
University statistics	Schema-driven national or regulatory academic exports.
Report Builder	Custom institutional queries across academic entities.
Health insurance GKV	Statutory insurance notices—not work-time logs.

Before you export

Open the correct user’s Time Tracking tab (your own or another user’s in User Management).
Set Week or Month view and the date range so the table shows every day you need.
Review and correct logs first—especially Auto-stopped sessions—so the file reflects agreed hours.
Confirm you have permission to view that person’s time tracking.

How to open the export dialog

Open the Time Tracking tab for the user whose data you want to export (your own profile or OrgHub → User Management → [User] → Time Tracking).

Set the Week or Month view and date range so the table shows the period you need.

Select Export in the table toolbar to open the export popover.

The export includes only the rows currently visible for the selected range. If no rows match the filters, export stays disabled.

How to choose fields and format

Review the Export Time Tracking Data scope summary — it shows how many daily rows will be included.

Select the columns to include (date, beginning, end, time tracked, difference, pauses, absences, timestamps, and others).

Select Export PDF for a formatted document, or Export CSV for spreadsheet analysis.

Fuxam downloads a file named time-tracking-YYYY-MM-DD-YYYY-MM-DD.pdf or .csv using the active filter range.

PDF contents (monthly overview)

When you export as PDF in Month view (or any range spanning full days), the document includes:

Section	Contents
Overview KPIs	Monthly saldo, vacation balance context, and absence summary at the top of the report.
Daily table	One row per day with the columns you selected—start/end times, tracked duration, difference from expected hours, pauses, and absence markers.
Work-time context	Expected start/end and difference columns reflect the user’s work-time model for each day.

Column selection guidance

Column type	Typical use
Date, beginning, end	Core evidence for working-time documentation—when work started and stopped each day.
Time tracked	Total recorded hours in the period.
Difference	Variance from the work-time model—useful for overtime or undertime discussions.
Pauses	Break documentation.
Absences	Approved or recorded time away.
Timestamps	Structured checkpoint events from sidebar templates.

Include the minimum set your payroll or compliance process requires; extra columns aid investigation but widen files shared externally.

PDF versus CSV

Need	Prefer
Formal monthly archive with saldo and vacation overview	Export PDF in Month view
Import into payroll or HR spreadsheets	Export CSV
Quick week check for a manager	Either format in Week view
Audit packet that a non-technical reader can open	PDF

Permissions

You need permission to view the target user’s time tracking to open their logs and run an export. Exporting another user’s data follows the same permission rules as viewing their tab.

Managers who only need aggregates across many employees should not assume this dialog replaces HRIS integration—it exports one user at a time from the profile table. For cross-user institutional analysis, evaluate whether custom reports cover your need (understanding they are not a substitute for statutory timesheet layout).

Best practices

Export after manager review — Align with your sign-off workflow so corrected Auto-stopped entries are included.
Use Month PDF for formal monthly archives — Overview KPIs and saldo context are PDF-only affordances.
Use CSV for reconciliation — Import into payroll spreadsheets or compare against an external HR system.
Name and store files consistently — The download name already encodes the date range; mirror that in your document management policy.
Match filter to pay period — If payroll runs on calendar months, use Month view for the full month before exporting.
Keep exports with absences and models in mind — Difference and saldo only make sense when the work-time model and absences for the period are correct.

Common pitfalls

Pitfall	Result
Narrow date filter	Export omits days outside the visible range.
Empty table	Export control stays disabled—widen filters or confirm the user tracked time.
Skipping log corrections	Auto-stopped or open-session artifacts flow into the file as-is.
Using Report Builder for timesheets	Time logs are not created or exported from the Report Builder—use this workflow.

FAQ

Why is export disabled?

Usually no rows match the current Week or Month filter, or you lack permission to view that person’s time tracking.

Does CSV include the PDF overview KPIs?

No. CSV uses the same column selection but omits the PDF overview cards at the top of the monthly document.

Can I export multiple users at once from this dialog?

The export popover operates on the user whose Time Tracking tab is open. Bulk multi-user extracts are outside this documented workflow.

How does this relate to labor-law documentation?

Many jurisdictions require employers to document actual working time. This export provides a structured extract of what Fuxam recorded for one person over a chosen range. Legal sufficiency and retention periods are for your institution to determine with counsel—not inferred from product behavior alone.

Manage time entries

Adjust logs before exporting.

Start tracking time

Ensure sessions are recorded correctly.

Work-time models and expected hours

Expected hours and difference columns.

Statistics and reports

Institution-wide reporting—separate from per-user time exports.

Time tracking overview

Compliance context and module setup.