--- title: "Absence Export" url: "https://help.capitech.no/en/article/new-article-e22d0d51-ee50-44b6-8536-2012943fc917" language: "en" last_updated: "2026-08-11T07:17:49.759Z" --- # Absence Export Absence export in Capitech Flow is used to export registered absence data to a file. The absence data can then be imported into an external system, such as an absence module in the payroll system. You can find absence export under Admin - Integrations - Payroll Export. ## What is absence export? Absence export allows you to export absence that has already been registered in Capitech Flow. The purpose is to avoid registering the same absence manually in multiple systems. Absence export is often used when absence data must be transferred to: - an absence module in the payroll system - another external absence system - a system that receives absence data from Capitech Flow ## What is required to use absence export? To use absence export, you must have: - a license for the **absence export** module - an export format adapted to the system into which you will import the absence data Columns and fields for absence export are only displayed if you have the absence export module. ## Where do you find absence export? You can find absence export on the same page as payroll export: **Admin - Integrations - Payroll Export** Absence export normally uses the same payroll periods as payroll export. ## Overall workflow for absence export The workflow for absence export is: 1. Enable the payroll period for absence export. 2. Generate the absence journal. 3. Export the file. 4. Import the file into the external absence system. 5. The closing date for absence is set automatically. 6. Handle any errors after the export. ## Reuse an existing payroll period If you already have a payroll period with the correct dates and payroll groups, you can use the same period for absence export. To do this: 1. Open the relevant payroll period. 2. Select **Export for absence module**. 3. Save. The period can then be used to export absence data. ### Select what the payroll period will be used for For each payroll period, you can choose whether it will be used for payroll export, absence export, or both. #### Export for payroll Enable this option if the payroll period will be used to export variable pay. This option is enabled by default. #### Export for absence module Enable this option if the payroll period will be used to export absence data to an absence module in the payroll system or another external system. This option is disabled by default. ### Payroll export and absence export statuses The payroll period has separate statuses for payroll export and absence export. #### Payroll export status The status is set to **Active** when the payroll period is created if **Export for payroll** is enabled. The status is updated automatically when you generate the payroll journal and export the file. #### Absence export status The status is set to **Active** when the payroll period is created if **Export for absence module** is enabled. The status is updated automatically when you generate the absence journal and export the file. ## Generate absence journal Once the payroll period is ready and at least one payroll group has been added, you can generate the absence journal. Here's how: 1. Find the relevant payroll period. 2. Check that Export for absence module is enabled. 3. Check that at least one payroll group has been added. 4. Click the green Run button for absence export. 5. Review the absence journal that opens. The absence journal shows which absence records will be included when the file is exported. The absence journal can also be generated as an **Excel** file. ### If you need to change absence before exporting If you need to add, change, or delete absence before exporting the file, you can generate the absence journal again. Here's how to do it: 1. Reset the absence export status to Active. 2. Create, change, or delete the absence. 3. Click Run to generate the absence journal again. When the absence journal is generated again, the previous journal is replaced in full. ### Export absence data to a file Once the absence journal is ready, you can export the absence data to a file. Here's how to do it: 1. Click Open and review the absence journal. 2. Click File export in the upper-left corner. 3. Save the file in the required location. 4. Import the file into the relevant absence system. The file is used for import into the external system, so you do not have to register the absence manually in multiple systems. ## Important about the export file Do not open and save the export file in Excel. Excel may change the file format, making the file unreadable by the external system. If you want to review the file in Excel, open a copy. Do not use the copy as the import file. ## Closing date for absence When the absence journal is exported to a file, the final day of the payroll period is automatically set as the **closing date for absence**. This means that absence cannot be added, changed, or deleted up to and including the closing date. ### Change the closing date for absence If you need to allow absence to be registered, deleted, or corrected after export, you can change the closing date. How to do it: 1. Click the green Closing date: DD.MM.YYYY button at the top of the page. 2. Move the dates for both Closing date Hours and Closing date absence back as far as necessary. 3. Save. You can then create, change, or delete absence as required. ## New, changed, and deleted absences after export If you create, change, or delete absence after the file has been exported, the absence journal identifies these records as deviations. Deviations are displayed in a separate column in the absence journal. Click **Deviations** in green to see which absence records are affected. ### What do the deviation icons mean? Deviations can be shown with different icons: | Icon | Meaning | | --- | --- | | **Plus** | A new absence has been created after the original export | | **Warning triangle** | An absence has been changed after the original export | | **Trash can** | An absence has been deleted after the original export | If you click a changed absence record, you can see details of what was changed. ## Handle deviations after absence export Absence records that are changed or deleted after the original file export often need to be handled manually in the external absence system. This is because many systems cannot import changes to or deletions of absence records. Once the deviation has been corrected in the external system, you can mark it as handled in the absence journal. Here's how to do it: 1. Find the deviation in the absence journal. 2. Click **the three dots** on the left. 3. Select **Handled.** The deviation will then get a checkmark indicating that it has been handled. You can also see who marked the deviation as handled, and when it was done. ## Export new absences after original export If the journal contains new absence records after the original file export, you can export only the new records. Here's how to do it: 1. Open the absence journal. 2. Review the new absence records. 3. Click **File Export (New Absences).** 4. Save the file. 5. Import the file into the absence system. When a new absence is exported, it is updated with the export date. It will then no longer appear as an unhandled deviation. When the filter for unhandled deviations is empty, all deviations have been updated or handled. ## Frequently asked questions **What is absence export in Capitech Flow?** Absence export is used to export registered absence data from Capitech Flow to a file so that it can be imported into an external absence system. **Does absence export require a separate module?** Yes. You must have a license for the absence export module and an export format that matches the system into which you will import the absence data. **Can the same payroll period be used for absence export and payroll export?** Yes. Absence export normally uses the same payroll periods as payroll export. **What does Export for absence module mean?** It means that the payroll period can be used to export absence data to an absence module in the payroll system or another external system. **What is an absence journal?** The absence journal shows which absence records will be included when you export the absence data to a file. **What happens when absence data is exported to a file?** A file is created for import into the external absence system. At the same time, the final day of the payroll period is set as the closing date for absence. **What does closing date absence mean?** Closing date absence means that absence cannot be added, changed, or deleted up to and including the specified date. **Can you change absence after export?** Yes, but you must first move the closing date for absence back. Changes made after export are displayed as deviations in the absence journal. **What does deviations in the absence journal mean?** Deviations means that absence has been created, changed, or deleted after the original file export was run. **How do you handle changed or deleted absence after export?** Changed or deleted absence records often need to be updated manually in the external absence system. You can then mark the deviation as Handled in the absence journal. **Can new absence be exported after the original file export?** Yes. You can export new absence records using File export (New absence).