There are three types of data you can export, each for a different purpose. This is also how you back up before running a bulk update.
| Export type | Contains | Used for |
|---|---|---|
| Basic information | Employee profiles: identification, contact details, organizational structure, documents | Backup before bulk updates · HR reports · cross-checking with other systems |
| Salary, Allowances | Each person's salary and allowances | Cross-checking before the payroll period · sending to accounting · backup before salary adjustments |
| Jobs (promotion history) | History of job titles, departments, promotions | HR reports · reviewing career paths · performance review records |
Steps
- Go to HR › Employees.
- If you only want to export part of the data, set filters first — for example, filter by one branch.
- Click Export file in the top-right corner.
- Choose the type of data to export.
- The file downloads to your computer; open it with Excel.
A rule that should become a habit: before every bulk update by file, export a copy of Basic information and save it with the date. Bulk updates cannot be undone, and this export is the only thing that can help you restore.
Data warnings
- The Salary, Allowances file contains each person's salary — this is the most sensitive data in the system. Don't send it via group chats, and don't leave it on shared computers.
- The Basic information file contains national ID numbers, dates of birth, addresses, and bank account numbers — it is the personal data of employees.
- Export only when truly necessary, delete the file from your computer after use, and password-protect the file if it must be sent outside.
- Every export leaves a trace in the system log.
If the exported file is missing data
| Symptom | Cause | Solution |
|---|---|---|
| Fewer people than expected | Filters are still on | Clear all filters and export again |
| A desired column is missing | That column belongs to a different export type | Also export the corresponding type and merge the two files |
| Vietnamese characters are garbled | Excel read the wrong encoding | Open the file using Excel's data import feature and select UTF-8 encoding |
