# How to filter and export Clock In / Clock Out shift reports

> Published: 2026-11-04
> Updated: 2026-11-04
> Canonical: https://finalpos.com/help/how-to-filter-and-export-clock-in-clock-out-shift-reports

To export staff shift hours in Final Manage, go to Team › Clock In / Clock Out and open the History tab. Select your date range, filter by employee or Outlet, and click Download to export all matching shifts as a PDF, Excel (.xlsx), or CSV file.

## Key takeaways

- Filter completed shifts on Team › Clock In / Clock Out › History by date range, employee, Outlet, or staff name.
- Download your filtered shift history across all pages as a PDF, Excel (.xlsx), or CSV file.
- PDF and Excel exports organize shifts by employee with individual totals and a company-wide Summary.
- CSV exports provide a single flat table with separate date and time columns ready for payroll import.
- Overnight shifts are matched by clock-in date and show both clock-in and clock-out dates with breaks deducted from total hours.

Store managers and payroll administrators can export staff time clock records directly from Final Manage. From the **History** tab under **Team › Clock In / Clock Out**, you can filter completed shifts by date range, employee, and Outlet, then download a complete time clock report as a PDF, Excel (.xlsx), or CSV file for weekly or bi-weekly payroll.

## Who can view and export shift history

Any team member whose role includes access to **Team › Users** (including store owners) can view and download Clock In / Clock Out reports in Manage.

Exports are available on the **History** tab only. Because shifts on the **Active** tab are still in progress and do not have final hours, only completed shifts are included in downloaded reports.

## How to filter and export time clock report records

1. Sign in to **Final Manage** and go to **Team › Clock In / Clock Out**.
2. Select the **History** tab.
3. Choose your report period using the date selector (set to **All time** by default):

- Pick a quick preset: **All time**, **Today**, **Yesterday**, **Last 7 days**, **Last 30 days**, **This month**, or **Last month**.
- Or select custom start and end dates from the two-month calendar (future dates cannot be selected).

1. Narrow the shift list using any combination of filters:

- **Search employee**: Type a team member's name in the search bar.
- **Employee**: Select one or more employees from the list (this includes former staff members who have recorded shifts in the period).
- **Outlet**: Select one or more Outlets.

1. Click **Download** on the right side of the tab bar.
2. Choose **PDF**, **Excel (.xlsx)**, or **CSV**.

Manage exports every completed shift that matches your active filters across all pages, not just the 25 rows visible on screen. While the file is being prepared, a loading indicator appears on the **Download** button, followed by a confirmation message once the download finishes.

> **Note:** Adjusting the on-screen table columns with the **Columns** menu only changes your view in Manage. Downloaded files always include every shift column.

## Choosing the right export format

Each download format is structured for a specific workflow:

### PDF (.pdf)

Best for printing, manager sign-off, or sharing with individual staff members.

- Opens with a report header showing **Report period**, **Exported** timestamp, **Company**, **Outlet**, and **Employees**.
- Splits records alphabetically by employee, with each table headed by the employee's name and role, ordered from oldest shift to newest, and ending with a per-employee **Total**.
- Columns included: `Outlet`, `Clock In`, `Clock Out`, `Break (min)`, and `Hours` (date and time are combined, such as `Oct 7, 2026 • 10:00 PM`).
- Closes with a **Summary** table showing total shifts and hours per employee alongside a grand **Total**.

### Excel (.xlsx)

Best for spreadsheet review and multi-sheet workbooks.

- Includes the same report metadata header as the PDF.
- Places the **Summary** table (shifts and hours per employee, plus a grand **Total**) on the first worksheet, and gives each employee their own dedicated worksheet in alphabetical order.
- Separates dates and times into distinct columns for formula use: `Outlet`, `Clock In Date`, `Clock In Time`, `Clock Out Date`, `Clock Out Time`, `Break (min)`, and `Hours`.

### CSV (.csv)

Best for importing directly into payroll or accounting software.

- Exports a single flat table with column headers on row 1.
- Sorted alphabetically by employee, then chronologically by clock-in time.
- Columns included: `Employee`, `Role`, `Outlet`, `Clock In Date`, `Clock In Time`, `Clock Out Date`, `Clock Out Time`, `Break (min)`, and `Hours`.

## How overnight and multi-day shifts are handled

- **Report period matching**: A shift is included in your selected date range based on its **clock-in** date.
- **Separate clock-in and clock-out dates**: Every shift records both its clock-in date and clock-out date. If a team member works past midnight, both dates appear in the exported file so you can see the exact span of the shift.
- **Total hours calculation**: The **Hours** column reflects the full duration between clock-in and clock-out, minus any recorded break minutes.

## Troubleshooting

- **The Download button is disabled**: **Download** stays disabled while the shift list is still loading, or when no completed shifts match your current filters (`No completed shifts.` or `No shifts match your filters.`). Clear or widen your employee, Outlet, or date range selection to re-enable exports.
- **Filters moved into the Filters button**: On narrower browser windows, employee and Outlet filters automatically collapse into the **Filters** panel next to the search bar. Your selected date range stays visible on the toolbar and is not cleared when you reset other filters.