Table of Contents
- Roles and access
- How to export absence
- Export types
- 1. Absence details
- 2. Absence balance
- 3. Absence summary
- 4. Sick leave report
- Export format
- Group by duration
- Export for deactivated users
- FAQ
Roles and access
| Access | Role |
|---|---|
| Export absence data | System role: Absence → Absence management |
How to export absence
- Go to the Absence module
- Click "Export" in the top right corner
- Choose an export type — Absence details, Absence balance or Absence summary
- Fill in the details:
- Absence type — select one or more, or leave empty for all
- Time period — select a custom range or choose from predefined periods (last year, this year, last quarter, this quarter, last month, this month)
- Who to include — all employees, specific teams or locations, or the entire organisation
- Account status — active, deactivated or all
- Status — select absence statuses to include, or leave empty for all
- Format — XLSX (Excel) or PAXml
- Click "Generate report"
💡 Generating the export may take several minutes. You will receive an email with the report attached when it is ready.
⚠️ If you select both teams and locations, the report will only include employees who are members of both the selected teams and the selected locations.
💡 Disabled absence types can still be included in exports. While new entries of a disabled type can no longer be created, existing entries will still appear in the report if you select that absence type.
Export types
| Export type | Description |
|---|---|
| Absence details | Detailed report of registered absence — entries that only partially fall within the time period are included in full |
| Absence balance | Balance per absence type per person — only days from the start of the absence period to the specified balance date |
| Absence summary | Summary per absence type per person — only days occurring within the specified time period |
1. Absence details
The absence details export gives you a comprehensive report of all registered absences during the selected time period.
Use this export when you need a full picture of all absence registrations, for example for payroll processing or auditing.
💡 Absence entries that only partially fall within the selected time period are included in their entirety in the report, not just the days within the period.
⚠️ Employees who have neither an employment ID nor a national identification number registered in Huma will be excluded from PAXml exports.
2. Absence balance
The absence balance export shows the balance for each absence type per employee on a specific date.
Use this export when you want to check how many days have been taken or remain, for example at the end of the vacation year.
💡 Only absence days occurring from the start of the absence period to the selected balance date are included, not days registered after the balance date.
💡 You can select "End of year" as the balance date to quickly see how many days remain at the end of the current year.
This export includes: Employment ID, Name, Email, Employment Type, Employment Percentage, Absence Type, Initial Quota, Adjusted Quota, Total Quota, Approved Days, Counted As, Occasions, Remaining Days, Balance Policy, Export Period.
3. Absence summary
The absence summary export gives you a consolidated overview of absence days recorded for each employee within the selected time period.
💡 Only absence days occurring within the specified time period are included. Days from entries that extend beyond the time period will not be counted.
This export includes: Employee ID, Full Name, Email Address, Employment Type, Employment Percentage, Absence Type, Approved Days, Counted As, Number of Occasions.
4. Sick leave report
🔗 You can also export sick leave data. Learn more in this article.
Export format
| Format | Notes |
|---|---|
| XLSX (Excel) | All absence statuses supported |
| PAXml | Only approved absences are exported |
⚠️ PAXml format is only available for the Absence details export type.
Group by duration
When generating an absence export, you can choose to group absence entries by their duration. This allows you to define custom thresholds, for example to separate short-term and long-term sick leave, or use your country's default grouping.
This is particularly useful for payroll reporting where different rules apply depending on the length of absence.
Export for deactivated users
You can include deactivated users in any absence export by selecting "Deactivated accounts" or "All" under Account status when generating the report. This ensures that absence data for former employees is not lost.
FAQ
I have not received the export email — what should I do?
Generating the export may take several minutes. Check your spam folder if you have not received it after a few minutes. Make sure the email address on your Huma profile is correct. Not every report is received on email, and will appear in your download window.
Can I export absence for a single employee?
Not directly from the Export function. You can view absence for a single employee on their profile under the Absence tab, or export for a specific team or location and filter afterwards.
Why are some absences missing from my PAXml export?
PAXml only supports exporting approved absences. Pending or rejected absences will not be included. Make sure all relevant absences have been approved before exporting. Also make sure the employee has an employment ID or national identification number registered in Huma.
Can I export absence data for former employees?
Yes. Select "Deactivated accounts" or "All" under Account status when generating the report.