Downloading an attendance CSV is a starting point. Before using it in a spreadsheet or passing it to a payroll reviewer, check that the file is interpreted the way you expect. A date read in the wrong format or an employee identifier changed into a number can create unnecessary reconciliation work.
ScanAttendance lists CSV export options on paid plans. Match the plan to your reporting requirements, then use the checks below on an actual sample before relying on a new export workflow.
1. Preserve an untouched source copy
Save the original export with a clear reporting period in its filename. Work from a separate copy when adding formulas, filters or review notes. This gives you a reference if a spreadsheet edit changes a value or drops a row.
Confirm the exported date range and employee selection before editing anything. A clean spreadsheet cannot correct a report generated for the wrong period.
2. Check employee identifiers before matching records
Some spreadsheet tools interpret identifiers as numbers. If your identifiers contain leading zeros, importing them as numbers may change how they appear or match against another file. Check the import settings and treat identifiers as text when your process requires that.
Compare a few exported employees with your master employee list. Use the agreed identifier for matching rather than relying only on names, particularly when two people have similar names.
3. Verify date and time interpretation
A value such as 04/05 can be ambiguous between date conventions. Review several dates whose meaning you know, and use your spreadsheet’s import settings to choose the appropriate interpretation. Confirm the report’s time convention with the administrator responsible for generating it.
Look at how arrival and departure times are stored. A displayed time and a text string that looks like a time may behave differently in formulas. Test a calculation against a known example before applying it to every row.
4. Distinguish missing values from zero values
A blank departure field may need review; it should not quietly become a confirmed zero-hour day. Identify incomplete entries and resolve them through your company’s correction process before using them in final calculations.
Likewise, do not fill every blank with the scheduled departure time simply to make a formula work. Keep assumptions visible and have an authorized reviewer decide how exceptions are handled.
5. Reconcile a small sample and the overall scope
Choose several employees and compare their spreadsheet rows against the attendance records. Include a normal day and, where available, an example with an approved exception. Check that filters have not hidden rows needed for the review.
- Confirm the earliest and latest dates belong to the requested period.
- Check that the intended employees are included.
- Investigate unexpected duplicate records rather than deleting them automatically.
- Compare calculated totals with known examples.
- Have the receiving reviewer confirm the file is usable.
An attendance export does not automatically calculate salaries or guarantee compatibility with every payroll tool. If you import into another system, confirm its required fields and mapping separately.
Turn a good sample into a repeatable handoff
Document the import settings, review steps and file naming convention that worked. Keep the procedure with your reporting instructions so a different administrator can repeat it next month.
For the wider process, use our attendance-to-payroll checklist. If you are comparing subscriptions, our attendance plan buying guide helps connect your employee count and reporting needs.
Create your ScanAttendance company account, review current export plans or ask sales about your reporting requirements.