How to Export Leave Requests in Horilla HRMS

If you’re in HR, there comes a point where you need to leave data outside the system. Maybe it’s for payroll, a compliance report, a management review, or just a monthly summary you send to your team leads. Whatever the reason, Horilla HRMS makes exporting leave requests pretty painless once you know where to go.

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Follow me step-by-step on how to do it.

Finding the Leave Requests Section

First, access your Horilla HRMS profile. Go to the sidebar on the left-hand side, locate and click on the icon for the leave module. A new dashboard will load with side menus such as Dashboard, My Leave Requests, Leave Requests, Leave Types, Assigned Leave, Leave Allocation Request, and Compensatory Leave Requests.

Click on Leave Requests. This is the main view where all employee leave requests are listed, whether they’re pending, approved, rejected, or cancelled. Here you can find information such as the employee’s name, leave type, leave from date, leave to date, number of leave days, leave conflict, and status.

You’ll notice a color-coded status system at the top right of the list. Red means Rejected, grey means Cancelled, green means Approved, and yellow means Requested. It’s a quick visual way to understand what’s going on without reading each row individually.

Selecting the Records You Want to Export

Before you can export anything, you need to select the records. In the top left area of the Leave Requests page, you’ll see a Select button that shows the total number of records available, for example, Select (24). Click on it to select all records at once.

Once you click it, all the rows get highlighted, and a few new buttons appear in the toolbar: Unselect, Export, Update, and Filter. The checkboxes in front of each row become red to indicate that all rows have been selected.

If you don’t want to export everything, you can manually check individual rows instead. The Filter button also helps you narrow things down by date range, employee, leave type, or status before selecting, which is handy when you only need a specific subset of records.

Clicking Export

With your records selected, click the Export button that now appears in the toolbar. It will show the count of selected records in brackets, like Export (24), so you know exactly how many entries you’re about to download.

Clicking this opens a pop-up dialog called Export.

Choosing Your Columns and Format

The Export pop-up gives you full control over what gets included in your file. You’ll see a list of checkboxes for all available columns: Employee, Leave Type, Start Date, End Date, Requested Days, Leave Clash, Status, Comment, and Penalties. By default, all of them are checked, meaning everything gets exported.

If you only need certain columns, just uncheck the ones you don’t need. There’s also a Select All Columns checkbox at the top if you want to toggle everything on or off quickly.

On the top right of the pop-up, there’s a format dropdown that defaults to Excel. Click on it, and you’ll see three options: Excel, CSV, and PDF. Choose whichever format works best for what you’re doing. Excel is great for further analysis and filtering. CSV is useful if you’re importing the data somewhere else, like a payroll tool or a database. PDF is better for sharing as a read-only report.

Once you’ve set your columns and format, hit the green Export button at the bottom right of the pop-up, and the file will download to your device.

Why This Feature Matters

A lot of HR teams end up manually copying leave data into spreadsheets at the end of every month, which is time-consuming and error-prone. Having a direct export option with column selection means you only pull what you need, in the format that works for your workflow, without any extra steps.

The PDF export is especially useful when you’re presenting leave summaries in meetings and don’t want people to accidentally edit the data. The Excel and CSV options are better when you need to crunch numbers or combine leave data with other reports.

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