This article explains how to use Data Export to create immediate or scheduled exports. You can build custom reports, choose the fields and filters you need, and send the output by download, SFTP, or email.
⚠️ Important: Only Admins or Superusers can use Data Export. Only administrators can create reports. Contact your administrator if you do not have access.
Set Up Data Exports and Export Schedules
Go to Settings, then click Data Export.
Review the available tabs:
Export Setup for creating and managing reports.
Export Schedules for creating and managing schedulers.
Export/Download List for viewing download logs.
📌 Note: A single report can be used for multiple export schedules. If you edit an existing report, future exported data reflects those changes.
Create an Export Report
Go to Settings, then click Data Export.
Click Export Setup, then click Create new report.
Select the required Data Set, then choose the fields you want to include in the report.
If you are using candidate onboarding fields, select the relevant country first. The onboarding fields shown depend on the selected country and map to candidates linked to the application or invoice.
Enter the report details, including the file name, date format, and decimal places.
If you are exporting invoice data, select the required invoice type and export options.
Choose whether to export invoice data by row or by column.
Rename or reorder columns as needed, then drag fields into the required order.
Click Save.
📌 Note: Candidate onboarding fields can include Back Office, Tax, and EEO/OFCCP Compliance fields depending on the selected country.
⚠️ Important: If you select a consolidated invoice type, candidate data is not available in the export. This can cause candidate-related columns in the exported invoice file to appear empty.
Available Data Sets
You can create reports for these data sets:
Candidate Absence.
Application and Onboarding.
Invoices and Onboarding.
Application, Onboarding, and Invoices.
Placement Cancellation.
Timesheet.
Shift Data.
Applications, Onboarding, Invoices, and Expense Report.
Applications, Onboarding, and Expense Report.
Example Fields You Can Export
Depending on the data set you choose, available fields can include:
Candidate absence fields such as absence date, absence reason, and absence created by.
Shift fields such as shift ID, shift name, shift start time, and shift end time.
Application fields such as company applied, job applied, job type, status, shortlisted date, sent date, interview dates, offer date, placed date, offer amount, job category, application source, and stage.
Invoice Export Options
When you configure invoice exports, you can choose from these invoice types:
Sales Invoice.
Consolidated Sales Invoice.
Purchase Invoice.
Consolidated Purchase Invoice.
Credit Invoice.
Self-Bill Invoice.
You can also choose to export invoice items generated by timesheets only. By default, all invoice lines are exported.
⚠️ Important: If the Invoice Type is Consolidated, Candidates' data will not be available in the export. This may be one of the reasons why the columns in your exported invoice file appear empty.
📌 Note: Exporting by row places each invoice line item on a separate row. Exporting by column places all invoice line items for one invoice into a single row across multiple columns.
Customize Columns
Rename and rearrange columns by clicking and dragging each field as needed.
Edit or Delete an Export Report
Go to Settings, then click Data Export.
Click Export Setup.
To edit a report, click the pencil icon, update the report details, then click Save.
To delete a report, click the delete icon.
📌 Note: You can delete a report only when it has no active schedule linked to it.
If a schedule is linked to the report, you see Yes in the schedule column and cannot delete the report until all linked schedules are Finished.
Set Up an Export Schedule
Go to Settings, then click Data Export.
Click Export Schedules, then click Create new scheduler.
Select the report you want to use, then choose the file type as CSV or XLSX.
Select whether the export should run immediately or on a schedule.
Configure the required filters, time zone, and export date range.
Use Update Preview to preview the data based on the selected filters.
If you are creating a scheduled export, complete the schedule settings, then save the scheduler.
Schedule Options
When you create a scheduled export, you can configure:
First Data Export From, which controls the first date the system pulls data from.
Start Date, which controls the date of the first scheduled export.
Repeat Schedule, which can be daily, weekly, or monthly.
Ends, which can be never, after a set number of exports, or on a specific date.
📌 Note: The first export includes any data timestamped between First Data Export From and Start Date & Time.
Weekly Schedules
For weekly schedules, you can choose how many weeks to wait between exports and which days of the week the export should run.
Monthly Schedules
For monthly schedules, you can choose how often the schedule repeats and which day of the month it should run.
📌 Note: Monthly exports do not support the 28th, 29th, 30th, or 31st as fixed monthly run dates because February is shorter. Use Last day of the month if you want the export to run on the final calendar day each month.
Edit or Delete an Export Schedule
Go to Settings, then click Data Export.
Click Export Schedules.
To edit a schedule, click the pencil icon in the Action column, make your changes, then save the schedule.
To delete a schedule, click the red delete icon.
📌 Note: You can delete a schedule only when its status is Paused or Finished.
Choose an Export Delivery Method
When you create an immediate or scheduled export, you can choose how the file is delivered.
Export and Download List
Select Export/Download List during export setup.
Go to Export/Download List to review downloaded exports, their status, and expired files.
📌 Note: Downloads expire after 30 days. You can re-download the files during that period if needed.
Transfer File to SFTP
Select Transfer File to SFTP during export setup.
Enter the required SFTP details, including server, username, password, and directory.
Save the export settings.
🤓 Tip: Speak to your IT team if you need help setting up or confirming your SFTP details.
Send File Through Email
Select Send File through Email during export setup.
Enter a valid email address, then enter an email subject.
Add a message if required, and save the export settings.
📌 Note: After the export runs, the system sends the export file to the email address you entered.
CSV export is limited to 500,000 applications per export.
Compare Data Export and Export to CSV
Feature | Data Export | Export to CSV |
Purpose | Scheduled and automated data exports. | Ad hoc manual data extraction. |
Record limit | Up to 500,000 records per export. | Up to 5,000 records per export. |
Automation | Can run on a schedule. | Requires manual action each time. |
Structure | Uses data sets and allows selected fields, filters, and formats. | Exports selected entity records in a standard CSV format. |
Delivery methods | Download, SFTP, or email. | Download via email. |
File types | CSV and XLSX. | CSV only. |
Best use case | Regular reporting, compliance, and system integrations. | Quick exports and small data sets. |
📌 Note: Use Data Export when you need scheduled, large-scale, or automated exports. Use Export to CSV when you need a quick manual export of a smaller data set.
Review Available Data Filters
When you create a scheduler, you can apply these filters:
Export data as either custom or everything.
Brands.
Company.
Consultant/Job Owner.
Job Type.
Pay Type.
Time frame.
Timezone.
Get Data From.
To.
📌 Note: The default timezone is (UTC-08:00) Pacific Time (US and Canada).
Review Filters by Data Set
Data Set | Available Filter Groups |
Candidate Absence | Candidate Absence, Shift Information, Application Information, Candidate Information, Placement Information, Placement Custom Field, Company Custom Field, Marketing, Other. |
Application and Onboarding | Application Information, Candidate Information, Placement Information, Placement Custom Field, Company Custom Field, Marketing, Other. |
Invoices and Onboarding | Invoice Information, Billing Information, Application Information, Placement Information, Candidate Information, Placement Custom Field, Company Custom Field, Line Items in Invoice. |
Application, Onboarding, and Invoices | Invoice Information, Billing Information, Application Information, Placement Information, Candidate Information, Placement Custom Field, Company Custom Field, Line Items in Invoice. |
Placement Cancellation | Placement Information, Application Information, Candidate Information, Placement Custom Field, Company Custom Field, Marketing, Other. |
Timesheet | Candidate Information, Timesheet Data, Placement Information, Application Information, Other. |
Applications, Onboarding, Invoices, and Expense Report | Invoice Information, Billing Information, Application Information, Placement Information, Candidate Information, Placement Custom Field, Company Custom Field, Line Items in Invoice. |
Applications, Onboarding, and Expense Report | Application Information, Candidate Information, Placement Information, Placement Custom Field, Company Custom Field, Marketing, Other, Expense Information. |
Export the data on a schedule
This is perfect if you need to export data on a regular basis - you no longer need to manually do the export each time. Just set it up once, and it will then export on a schedule that suits you.
Select Report and File Type: Choose the report and file type (CSV or XLSX).
Schedule Export: Configure the schedule with filters and time zones.
First Data Export From - This is the date that the first data will pull from - Any data timestamped between "First data export from" and "Start date & time" will be included in your first export.
Start Date: This is the date of the first scheduled export.
Repeat Schedule: Daily, weekly, or monthly options are available.
Weekly
This option allows you to choose how many weeks between each export, and on which days of the week:
Example: If you select 3 weeks and Monday & Thursday, the export will run every 3 weeks on the Monday and Thursday of that week.
Monthly
This option allows you to run the report monthly, and select which days of the month you would like to run it on:
Example: If you select every 1 month, and for the report to run on day 1, the report will run on the 1st day of each month.
📌 Note: Due to February being a short month, we do not support exporting on the 28th, 29th, 30th or 31st. You can select last day of the month to export on the last calendar day of each month.
This is when you would like the schedule to end:
Never - keep the schedule repeating with no end date.
After a number of export times - after the export has happened after a certain number of times.
Specific date - repeat the export until a certain date.
Preview
When you are setting up the schedule, you can preview the data to see when the data will export, and which date ranges will be exported in each export.
Edit Existing Export Schedules
To edit a schedule, click the pencil icon in the Action column.
This will take you through to the export schedule and you’ll be able to make changes to the future exports.
Delete Existing Export Schedules
To delete a schedule, click the red delete icon.
📌 Note: You are only able to delete schedules where the status is paused or finished.
Why Use Data Export vs Export to CSV
Data Export
Best for scheduled, automated, and large-scale data exports.
Ideal for ongoing reports and systematic data retrieval.
Supports different export methods (Download, SFTP, Email).
Can export up to 500,000 applications per export, making it suitable for bulk data operations.
Allows for customized reports with selected fields, filters, and formats.
Export to CSV
Best for quick, on-the-fly exports for immediate use.
Limited to 5,000 records per export, making it suitable for smaller data sets.
Requires manual execution each time data needs to be extracted.
Primarily used for quick backups, email campaigns, and simple data retrieval.
Summary
Use Data Export (Report Scheduler) when you need scheduled, large-scale, and automated data extraction with more export options.
Use Export to CSV for quick, manual exports of smaller datasets for immediate use.
Data Filters
Export data:
Custom: Select this option to customize the data you want to export.
Export everything: Select this option to export all available data.
Brands: Choose from all available brands or select specific ones.
Company: Choose from all available companies or select specific ones.
Consultant/Job Owner: Choose from all available consultants/job owners or select specific ones.
Job type: Choose from all available job types or select specific ones.
Pay Type: Choose from all available pay types or select specific ones.
Time frame: Select the desired time frame for the data to be exported.
Timezone: Choose the appropriate timezone. The default is set to (UTC-08:00) Pacific Time (US and Canada).
Get Data From: Select the start date for the data.
To: Select the end date for the data.
Available Filters with Each Specific Data Set
Candidate Absence Data
Filter: Candidate Absence, Shift Information, Application Information, Candidate Information, Placement Information, Placement custom field, Company custom field, Marketing, Other.
Application and Onboarding data
Filter: Application Information, Candidate Information, Placement Information, Placement custom field, Company custom field, Marketing, Other.
Invoices and Onboarding data
Filter: Invoice Information, Billing Information, Application Information, Placement Information, Candidate Information, Placement custom field, Company custom field, Line Items in Invoice.
Application, Onboarding, and Invoices data
Filter: Invoice Information, Billing Information, Application Information, Placement Information, Candidate Information, Placement custom field, Company custom field, Line Items in Invoice.
Placement cancellation data
Filter: Placement Information, Application Information, Candidate Information, Placement custom field, Company custom field, Marketing, Other.
Timesheet data
Filter: Candidate Information, Timesheet Data, Placement Information, Application Information, Other
Shift Data
Shift Export Feature allows you to effortlessly export detailed shift data, making it easier than ever to streamline your reporting and export shift-specific information.
This is perfect for customers who need enhanced visibility into shift data and or/importing into a third-party payroll system.
Benefits and Use Cases
Payroll Compliance: Export shift data to ensure accurate payroll calculations, reduce errors, and comply with labor regulations.
Resource Optimization: Analyze shift coverage and inefficiencies to improve staffing and productivity.
Enhanced Reporting: Integrate with third-party systems for detailed insights on labor costs, productivity, and shift patterns.
💡Tips
You can select/re-order/rename any columns above for the export.
You can input the fixed name for the report
You can setup Data Format and Decimal Number format when Setup the Shift Data Export
Applications, Onboarding, Invoices and Expense Report data:
Filter: Invoice Information, Billing Information, Application Information, Placement Information, Candidate Information, Placement custom field, Company custom field, Line Items in Invoice.
Applications, Onboarding and Expense Report data:
Filter: Application Information, Candidate Information, Placement Information, Placement custom field, Company custom field, Marketing, Other, Expense Information.
Export Shift Data
You can also use Data Export to export shift data for reporting, payroll, and third-party system use.
Go to Settings, then click Data Export.
Create or open a report in Export Setup, then select the shift data fields you want to export.
Go to Export Schedules, then configure the export details and choose whether to run the export immediately or on a schedule.
Choose the file type as CSV or XLSX.
Go to Export/Download List to access and manage the export files.
Shift data exports can help with payroll compliance, staffing analysis, productivity reporting, and integrations with third-party payroll systems.
📌 Note: You can select, reorder, and rename exported columns for shift data reports. You can also set a fixed report name, date format, and decimal number format.
Best Practices
Create one report template and reuse it across multiple schedules where possible.
Check your filters and timezone before saving a schedule to avoid exporting the wrong data range.
Use Update Preview before running a scheduled export so you can confirm the output.
Keep your report fields and column order consistent when you use exports for integrations or recurring reporting.
Review linked schedules before deleting a report to avoid unexpected export failures.
FAQs
Q1: Why can I not set up a schedule?
Answer: Only Admins or Superusers can use Data Export. Contact your administrator if you do not have access.
Q2: What is the difference between an export report and an export schedule?
Answer: An export report is the template where you build and customise the data you want to export. An export schedule is where you configure an immediate export or a recurring scheduled export.
Q3: What is the difference between First Data Export From and Start Date & Time?
Answer: First Data Export From is the earliest date the first export pulls data from. Start Date & Time is the date and time when the first scheduled export runs.
Q4: Why can I not delete the report?
Answer: You cannot delete a report if it has a linked schedule. All linked schedules must be in Finished status before the report can be deleted.
Q5: Can I still edit the report?
Answer: Yes. You can edit scheduled reports, and any changes apply to future exports.
Q6: Can I have multiple export schedules for one report?
Answer: Yes. You can create multiple export schedules from a single report.
Q7: Is there a limit for exported data?
Answer: CSV export is limited to a maximum of 500,000 applications per export.
Q8: How many export schedules can I have running at one time?
Answer: You can have up to 15 running schedules at one time.
Q9: Do exported reports expire?
Answer: Yes. Exported reports are available for 30 days after the export date.
Q10: Why can I not see my immediate export in Export Schedules?
Answer: Only scheduled exports appear in Export Schedules. Immediate exports download straight away and are available from Export/Download List.
Q11: Which invoice statuses can I export?
Answer: You can export Purchase Invoices with Approved status and Sales Invoices with Approved or Sent/Marked as Sent status.