How to backup employees' leave data

3 min read By TimeOff Support

A company backup gives you a downloadable copy of your TimeOff.Management data.

We recommend creating a backup:

at least once every six months
before deleting your company account
before making major changes to your company setup
when your business needs an additional record of employee leave data

Deleting a company account is permanent. Its data cannot be retrieved afterwards.

Who can create a company backup?

Company Backup is available from General Settings.

This is an administrator function because the downloaded file contains company and employee information.

Store the backup securely and only share it with people who are allowed to access the data.

How to download a company backup

To create a backup:

Open General Settings.
Select Company Backup.
Follow the option to download the backup.
Save the file in a secure location.

The backup is downloaded as a CSV file.

Download leave data for one employee

You can also download leave data for a single employee.

This is useful when you need an individual record without downloading a full company backup.

To download the data:

Go to Employees.
Open the employee’s profile.
Go to Employee Details.
Open the available actions menu.
Select the option to download the employee’s leave data.
Save the file in a secure location.

You may use this when:

an employee leaves the company
payroll needs an absence record
HR needs to review leave history
you want to keep an individual employee record
you need to check leave before deactivating an account

The download may contain personal and absence information. Store it securely and only share it with authorised people.

Check the downloaded file

After downloading the backup:

Confirm that the file has been saved.
Open it to make sure it is readable.
Check that it relates to the correct company account.
Move it to your approved secure storage location.
Record the backup date if your company keeps a backup schedule.

Do not rely on a download that you have not checked.

Before deleting a company account

Always download and check a company backup before deleting your TimeOff.Management account.

You may also want to save:

leave and absence reports
allowance and PTO reports
invoices
payroll information
any other records required by your business

Company Backup and Reports

Company Backup and Reports serve different purposes.

Option	When to use it
Company Backup	Download a broader copy of company account data
Reports	Review and export specific leave, allowance, or absence information

Use Reports when you need a focused view for a selected date range, employee, department, location, or leave type.

How often should you create a backup?

We recommend downloading a company backup at least once every six months.

Your business may choose to do this more often.

For example:

every month
every quarter
before year-end allowance work
before changing important company settings
before deleting the company account

Choose a simple schedule and make one administrator responsible for checking that backups are completed.

If the backup does not download

Try these checks:

refresh the page
check your internet connection
check your browser’s download settings
check the browser’s downloads folder
try another supported browser
confirm that you have administrator access

Do not delete the company account until you have successfully downloaded and checked the backup.

Delete a company account Review the checks to complete before permanently removing your company and its data.
Reports Export focused information about leave, allowance, employees, approvers, and absence records.
TimeOff.Management data security Learn more about managing and protecting employee information.

Best practice

Download a company backup at least every six months.

Always create and check a fresh backup before deleting your company account.