How to Export Employee Data in Horilla HRMS [2025]

Horilla HRMS simplifies employee data management with intuitive features, including the ability to export employee records effortlessly. Whether you’re looking for a quick data export from the list view or need a more customized report with selected fields and filters, Horilla HRMS provides two flexible methods. This guide walks you through both approaches to help you export data seamlessly and effectively.
Why Export Employee Data?
Exporting employee data is essential for HR professionals who need to analyze, share, or archive employee records. Whether it’s for performance reviews, payroll processing, compliance reporting, or internal audits, having the right data in the desired format saves time and enhances productivity. Horilla HRMS enables you to extract data conveniently to suit your organization’s requirements.

Method 1: Export from the Employee List View
The first method is perfect for users looking to export data directly from the list view for quick access. This is ideal when you need a simple report based on the records currently displayed.
Here’s how to do it:
Steps:
- Navigate to the Employee Module:
Start by navigating to the Employees > Employees View section in Horilla HRMS.
- Switch to List View:
In the navigation bar, click the List Icon (marked as 3) to switch the employee view to a tabular format. This format allows you to efficiently organize and choose the records you require.
- Filter and Select Records:
If you want to refine your selection, use the filter options to narrow down the records according to specific criteria, such as department, role, or employment status. Once the records are filtered, use the Select All Button (marked as 6) to highlight all visible entries. Alternatively, manually select individual records if needed.
- Export the Selected Records:
After making your selection, click the Export Selected Records Button (marked as 7). A confirmation popup will appear—review the details and proceed to export. The selected data will be downloaded in Excel.

Advantages:
This method is quick and straightforward, making it ideal for generating exports that mirror the records displayed in the list view. It’s particularly useful for tasks requiring minimal customization, such as preparing attendance sheets or generating departmental summaries.
Method 2: Export Using the Navigation Bar
The second method is designed for users who need more control over the exported data. This feature allows you to customize the columns in your report and apply detailed filters, making it suitable for advanced reporting and analysis.
Steps:
- Access the Export Option:
In the Employee Navigation Bar, locate the Action Dropdown (marked as 4). Click on it to reveal a list of options, and then select Export (marked as 5).
- Set Up the Export Details:

A popup window will appear, offering three key sections to customize your export:
3. Select Columns:

This section lets you choose which columns to include in the export. For example, you can add fields like employee ID, name, department, date of joining, and salary details, tailoring the report to your requirements.
4. Filter by Employee Information:
Use this section to filter records based on specific employee details, such as name, ID, or designation. This is helpful when generating a report for a specific group of employees.
5. Filter by Work Information:

Refine your results further by applying filters related to job roles, project assignments, employment status, or other work-related details.
6. Export the Data:
Once you’ve set up your desired columns and filters, click the Export Button in the popup window. The system will process your request and generate a file containing the filtered and customized data. Download the file for immediate use.

Advantages:
This method provides greater flexibility and allows you to create detailed, customized reports. It’s particularly useful for generating payroll reports, project-based employee lists, or performance tracking summaries.
Best Practices for Exporting Data
- Use Filters Effectively: Always apply filters to ensure you’re only exporting the records you need. This saves time during data processing and avoids clutter.
- Plan Your Columns: Before exporting, identify the fields you require. This ensures the report is tailored to your needs and avoids unnecessary information.
- Verify Data Accuracy: After exporting, double-check the file to ensure all necessary records and fields are included.
- Secure Sensitive Data: Employee data is often sensitive. Use encryption or password protection for exported files to maintain confidentiality.
Horilla HRMS makes employee data exports simple, efficient, and customizable. Whether you’re exporting from the list view for quick access or using the navigation bar for a more detailed report, the platform provides the flexibility to meet your organization’s needs. By using these methods, HR professionals can streamline data management, ensure accuracy, and save time, all while staying compliant with organizational and legal requirements.
Try both methods today and discover how Horilla HRMS can transform your employee data management processes!