---
title: "Administering the Attendance module: permissions, notifications, import/export and personal data"
description: "The module's permissions, notifications and emails, attendance import and export, retention and personal data."
url: "https://illizeo.com/en/centre-aide/attendance-administer/"
updated: "2026-11-01"
category: "Attendance & Badging"
---

# Administering the Attendance module: permissions, notifications, import/export and personal data

This article gathers the cross-cutting topics of the Attendance module: role matrix permissions, notifications and emails, attendance import and export, data retention and personal data.

## Before you start

- Permissions are set under **Settings › Manage Employees › Employee Roles**, Time Management section. Each permission has three levels: Access, Execute, Admin.
- Attendance import and export are reserved for the Administrator by default.

## The module's permissions

| Permission | What it opens | Roles supplied |
| --- | --- | --- |
| Clock in / out / pause / resume (widget) | Clocking (Execute level) | All employees |
| View own attendance sheet | The Timesheet tab | All |
| Enter / Edit time entries | Enter, correct and repeat days | All except Auditor |
| Delete a clocked period | Delete a segment that comes from a punch | Administrator, HR Manager, Manager, Payroll Manager |
| Submit the sheet for approval | Submit and recall a submission (Execute) | All employees, Payroll Manager, Administrator |
| Correct attendance after the entry lock | HR extra days (Execute), reasoned correction of a closed month (Admin) | Administrator, HR Manager |
| View requests pending approval; Approve / reject / delegate a request | Approving attendance | Administrator, HR Manager, Manager, Payroll Manager |
| View the attendance calendar; View colleagues' attendance; View colleagues' detailed working hours | The attendance calendar and what it shows | Depending on the permission (see the approval article) |
| View attendance history | The History tab | Administrator, HR Manager, Manager, Auditor |
| View working-hours profiles; Create / Edit / Delete a working-hours profile; Working-hours profile — Assign employees | Attendance profiles | See the profiles article |
| View / Adjust / Pay out / Convert a time counter | Hour counters | See the counters article |
| View allowances; Create / Edit / Delete an allowance | Allowances | See the allowances article |
| Manage badge clocks; Resolve quarantined badge clock punches | Badge clocks | Administrator, HR Manager |
| Import data; Export attendance data (payroll) | Attendance import and export | Administrator |

Company rules (clocking, forgotten sessions, entry closing) depend on the "Work Schedules" permission. Approval circuits are configured with the workflow configuration permissions. The "Configure attendance approvals" permission opens no screen.

## Notifications and emails

| Event | Who is notified |
| --- | --- |
| Timesheet submitted ("Attendance sheet submitted") | The approver, with reminders |
| Next step of a circuit ("An approval is waiting for you") | The step's approvers |
| Decision on a submission ("Your request has been processed") | The employee |
| Unconfirmed hours for the previous month | Employees who still have days to submit, on the 1st of the month at 8:00 |
| Reminder before the time declaration deadline | The employee (by default 2 days and 1 day before) |
| Summary of declarations to approve | Managers, on Mondays at 8:00 |
| Rest periods not respected at submission | The manager and HR |
| Clocking session closed automatically or abnormally long | The employee and, if set, their direct manager |
| Punch contradicting granted leave | HR or the employee, depending on the company rule |
| On-call slot new, changed or upcoming | The employee on call |
| Badge clock alerts | The people who manage badge clocks or the quarantine |

Everyone chooses their notifications under **Personal Settings › Notifications**, "Payroll and attendance" group: "Attendance and hours" and "Approval requests". Time declaration reminders, the Monday summary, rest periods not respected and forgotten sessions cannot be turned off.

## Importing attendance

1. Open **Settings › Time Management**, then, in the side menu under **Presence**, **Data Import**.
2. Choose the data type (Absences, Attendance, Counters for leave balances, Provisioning) and the import mode: **Incremental** (adds or updates) or **Full replace** (replaces the non-submitted, non-approved rows in your scope).
3. Get the template with **Download CSV template**, fill it in, then drop the file (comma, semicolon or tab separator).
4. Map the columns in **Field Mapping**, run **Validate & check** (dry run), then **Run import**.
5. Review the result; an incremental import can be rolled back with **Rollback**. The **Import history** keeps track of each import.

The attendance import requires a start time and an end time: days kept as a duration or as day-rate days cannot be imported through this screen. Periods whose payroll is approved are left untouched. Row-by-row error messages are in English.

![Data import page: data type and mode](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/attendance-administer-01.en_.png?resize=800%2C500&quality=80&ssl=1)
Data import

## Exporting attendance

In the side menu under **Presence**, **Data Export** has two tabs:

- **Attendance data**: period (a month or the full year), employee, status ("Approved" by default), CSV format or PDF report.
- **Payroll variables**: payroll month, variable type (Allowances, Absences, hours summary, By payroll item), preview, then CSV or PDF.

The **Payroll interface** entry manages scheduled file exchanges with the payroll software. Each employee can also export their own timesheet (the **Export** button of the timesheet).

![Attendance data export page](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/attendance-administer-02.en_.png?resize=800%2C500&quality=80&ssl=1)
Attendance export

## Personal data and retention

- A person's data export (right of access) includes their attendance, counters, hour payouts, declarations, presence reasons and reduced day-rate plan.
- When a person is erased or anonymised, their attendance days stay attached to the anonymised record; they are removed from the badge clocks and their badges are revoked or deleted, but the clocks' raw punches are kept as evidence of working time.
- Raw badge clock punches are kept according to the badge clock setting (at least 5 years), then purged; quarantined punches are never purged.
- Submissions, recalls, rejected clocking corrections, counter operations and exports are traced in the activity log.

## Good to know

- The timesheet, the attendance calendar and many settings screens exist in French and English: users working in German or Italian see them in English.
- Circuit trigger names ("Attendance management" category) are in French whatever the language.

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