Exporting employees and roles to Excel or CSV
As an application administrator, you can export the employees and the roles of your Spend Cloud environment to Excel (XLS) or CSV. This is useful for checks and audits, for reporting, or to prepare a bulk change. You always export the overview as you see it at that moment: the filters you have applied also apply to the export.
Exporting employees (active and/or passive)
- Go to Application management / Organisation / Employees.
- In the Display (status) filter, choose which employees you want to see: Active or Passive. By default the overview shows active employees. If you also want to export employees who are no longer active (for example, who have left the organisation), set the filter to Passive.
- Narrow down the overview further with the other filters or the search function if needed.
- In the toolbar, click Export current overview and choose Excel Export (XLS) or CSV Export. The file is downloaded; in large environments the export may be prepared in the background.
The employee export contains, among other things: number, name (initials, first name, suffix, last name), telephone number, username, e-mail address, remark, present, replacement(s), status (active or passive) and ‘ignore with update’. Which columns you see exactly depends on the modules and settings of your environment.
Exporting roles
- Go to Application management / Organisation / Roles.
- In the toolbar, click Export current overview and choose Excel Export or CSV Export.
For every role, the export shows the organisational unit, the employee, the function profile and the rights set. This gives you a complete overview in one file of who has which role and rights within your organisational structure – for example for a periodic review of authorisations.
Don’t see the export button? Then your role does not have the Export current overview right for this page. An application administrator can add this right via Application management / Organisation / Rights.
Good to know
- Do you want to add or change employees or roles in bulk instead? Use the import: Employee and role import. An export is a good starting point to see which data is currently registered.
- Exporting works the same way on other overviews in the Spend Cloud: filter the overview and click ‘Export current overview’.
- Do you structurally need Spend Cloud data in your own reporting or BI environment? Have a look at the Data Export Service.
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