An administrator exports attendance on Monday. A correction is reviewed on Tuesday, and a second file goes to the payroll reviewer. Without a clear replacement message, two people may continue working from different versions.
ScanAttendance offers reporting options by plan. Pair the available exports with a simple company file-version routine so the recipient knows which report to review and which one has been replaced.
Put the reporting period in the name
Use an agreed naming pattern that includes the covered dates, intended group and version. For example, an internal filename might identify a calendar month, the office team and a numbered working version.
Keep the generation date distinguishable from the attendance period. A file created this month may contain last month’s records. Avoid names such as “latest” that lose meaning when several copies circulate.
Separate source exports from review copies
Retain an untouched export through the company’s approved storage process. If a reviewer adds formulas or notes, keep that work identifiable as a separate review copy.
This helps investigate whether a difference came from the source records, a new export or a spreadsheet edit. Confirm the reporting dates and employee selection each time instead of assuming a replacement file has the same scope.
Make review status explicit
Identify whether the file is awaiting corrections, ready for review or approved by the authorized person. Do not label an export final merely because it was downloaded at the end of the month.
- Who prepared this version?
- Which dates and employees does it cover?
- Are any entries still unresolved?
- Who approves the handoff?
Keep employee explanations private. A version note can identify that an approved correction was incorporated without broadcasting unnecessary personal details.
Tell recipients when a file is replaced
Use the approved communication channel to identify the replacement filename and explain which earlier version it supersedes. Ask the receiving reviewer to confirm the file they will use.
If the report has already informed another process, involve that process owner before assuming a replacement resolves everything. An attendance export does not automatically revise payroll or another downstream system.
Check the replacement before sharing
Review the intended changes and a small sample of unaffected records. Confirm that dates, identifiers and reporting scope remain correct. Our CSV checks guide covers common spreadsheet interpretation issues.
The version routine described here is an internal administrative practice, not a claim that ScanAttendance automatically manages document approval or file histories. Use your approved storage and retention arrangements.
Make the handoff repeatable
Keep one understood naming convention and review route. Combine it with our month-end preparation checklist so the recipient receives a clearly scoped, reviewed file.
Start with ScanAttendance and review reporting plans for your team.