Payroll & Export

Report Export & Payroll

Export every clock-in for the pay period in seconds, in one file for your payroll provider. If copying one person's hours into payroll by hand takes 2 minutes, that is 100 minutes every pay period for 50 employees, over 3 hours for 100, and over 33 hours for 1,000.

CRITICAL: Verify All Data Before Payroll

XShift AI exports time-tracking data "as-is" and does NOT guarantee accuracy for payroll purposes. You are responsible for verifying all hours, clock entries, and data before submitting to your payroll provider.

Managers Only Feature

Only MANAGERS and HEAD_MANAGERS can export payroll data. This contains sensitive employee information (PII).

1

Access Payroll Export (Managers Only)

30 seconds

Who can export payroll

Only MANAGERS and HEAD_MANAGERS can export payroll data.

  • •Employees cannot access payroll export
  • •Contains sensitive employee information (PII)
  • •Exports time-tracking data for payroll processing

Go to the Workforce Insights tab, then click Payroll

In the left sidebar, click "Workforce Insights", then click "Payroll", then "Export"

  • •Page title: "Workforce Insights"
  • •Section title: "Export Configuration"
  • •Yellow disclaimer box at top
2

Select Pay Period

1 minute

Choose pay period

Select from preset periods or custom range.

  • •Last Week: Last 7 days
  • •Last 2 Weeks: Last 14 days (default)
  • •This Month: First day to today of current month
  • •Last Month: Full previous month
  • •Custom Range: Choose your own dates

Custom range (if needed)

Select "Custom Range" to enable date inputs.

  • •Start Date field becomes editable
  • •End Date field becomes editable
  • •Pick exact date range for your pay period
3

Choose Export Format

1 minute

Generic CSV (Universal)

Default format that works with all payroll systems.

  • •Includes: Employee ID, Name, Email, Location
  • •Times: Clock In, Clock Out, Break Start, Break End
  • •Hours Worked in H:MM:SS format
  • •One row per clock entry (not aggregated)

ADP Workforce Now

Format for ADP payroll system with placeholders.

  • •Aggregates hours by employee (not per clock entry)
  • •Converts hours to decimal format
  • •Includes placeholders: XXX for company code, 001 for batch ID
  • •You must replace placeholders with your ADP codes before importing
4

Filter by Location (Optional)

30 seconds

Location filter

Export data for specific location only.

  • •Default: "All Locations" (exports everyone)
  • •Or select one location to filter
  • •Only includes employees assigned to that location
  • •Useful for multi-location payroll processing
5

Preview Data

1 minute

Preview table

See clock entries before exporting.

  • •Shows count: "Preview (X clock entries)"
  • •Columns: Employee, Date, Clock In, Clock Out, Hours Worked
  • •Scrollable table (max height)
  • •Updates when you change date range or location

Verify data

Review entries for accuracy.

  • •Check all employees are included
  • •Verify clock in/out times are correct
  • •Confirm hours worked calculations
  • •Look for missing clock-outs ("Not clocked out")
6

Download CSV Export

30 seconds

Click "Download CSV" button

Blue button at bottom of page.

  • •Downloads file: payroll-export-{startDate}-to-{endDate}.csv
  • •If filtered by location: adds location ID to filename
  • •Opens in Excel, Google Sheets, or payroll software

CSV file contains

Exported data format.

  • •Generic: All clock entries with times and breaks
  • •ADP: Aggregated hours per employee with placeholders
  • •All times in 24-hour format (HH:MM:SS)
  • •Hours worked includes break time deduction
7

Export Other Report Types (Advanced)

2 minutes

Hours Report

Export scheduled hours from shifts.

  • •Available via API: /api/orgs/{orgId}/reports/export?type=hours&format=csv
  • •Shows: Shift ID, Start/End Date, Duration, Location, Assigned Users
  • •Based on shift schedules (not clock entries)
  • •Can filter by: date range, userId, roleId, locationId

Coverage Report

Export shift coverage analysis.

  • •Available via API: /api/orgs/{orgId}/reports/export?type=coverage&format=csv
  • •Shows: Shift ID, Location, Required vs Assigned count
  • •Coverage percentage and understaffed flag
  • •Can filter by: date range, roleId, locationId

Reports spreadsheet

Download the shifts behind your reports.

  • •In your reports, pick the time period and click "Export CSV"
  • •One row per published shift: its dates, its location and everyone on it

Permission requirement

Advanced exports require special permission.

  • •Manager must have the "Can export payroll data" switch turned on by the head manager
  • •Head managers have this permission by default
  • •Regular managers need it granted by head manager
  • •Returns 403 error if permission not granted
8

CRITICAL: Data Disclaimer

1 minute

Yellow warning box

Always visible at top of Payroll page.

  • •XShift AI exports time-tracking data "as-is"
  • •Does NOT guarantee accuracy for payroll purposes
  • •You are responsible for verifying all data
  • •Review all hours before submitting to payroll provider

What to verify

Check these items before using export.

  • •All employees clocked in and out completely
  • •No missing clock-outs
  • •Break times recorded accurately
  • •Hours calculations are correct
  • •Any manual adjustments needed are made in your payroll system

Export Options Available

Payroll CSV (Main)

Clock entries with times and hours worked

ADP format

Aggregated hours with ADP placeholders

Hours report (API)

Scheduled hours from shifts

Coverage report (API)

Shift coverage analysis

Reports spreadsheet

One row per published shift

Location filtering

Export data for specific location

Currently NOT Available

✗

PDF Export: Returns "not yet implemented" error

✗

Overtime Report: API endpoint exists but returns "not yet implemented"

✗

Excel Export: Only CSV format is supported

You're All Set!

You now know how to export payroll data in XShift AI. Remember to ALWAYS verify all hours and data before submitting to your payroll provider. XShift does not guarantee accuracy for payroll purposes.

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What to Learn Next

Time Tracking

Clock in/out and track employee hours

Comprehensive Reports

Generate detailed workforce reports

Manager Dashboard

Learn all manager features

Payroll Export for Employee Scheduling Software | XShift AI