When an employee leaves the company, HR teams often need to access and export their historical data for reporting, compliance, or internal documentation. Factorial allows you to download several types of information related to former employees, even after their profile has been deactivated.
In this article, you will learn how to access and download key data for terminated employees, such as time tracking records, absences, performance reviews, and expenses.
Overview
Factorial stores historical records for employees even after they have been marked as terminated or inactive. HR managers can export this information through the relevant modules to keep records, perform audits, or respond to internal or legal requests.
When and why it should be used
Downloading information for terminated employees is useful when you need to:
- Maintain HR documentation and compliance records
- Provide data to finance, payroll, or legal teams
- Analyse historical employee activity
- Prepare audits or internal reports
- Share information with the employee upon request
How to use
Common reports requested for former employees include:
- Time off
- Time tracking
Export permissions may depend on your user role. Contact your Factorial administrator if you do not see the export option.
Time off reports
- Go to Organisation
- Click on Export data at the upper right corner
- Select Time off
- Choose the time off type:
- Company time off
- Used time off
- Time off activity
- Time off schedule
- In Select employees, click on the filter icon
- Filter by Access status > Terminated
- Click on Download
Time tracking reports
- In your sidebar, go to Time tracking
- Filter the employees by Status > Past employees
- Select the employees by checking the box on the left of their name
- Click on Download export in the bar at the bottom
- Choose an export type
-
Time tracking export - Full version. Choose:
- File format
- Time format for hourly contracts
- Absence times
- Dates (from - to)
-
Time tracking export - Summary. Choose:
- File format
- Time format for hourly contracts
- Date (from - to)
-
Time tracking export. Choose
- Export type
- File format
- Time format for hourly contracts
- Period basis
- Absence types
- Date (from - to)
-
Time tracking export - Full version. Choose:
- Click on Submit
If the employee does not appear in the filter, make sure that inactive or terminated employees are included in the filter settings.
If the exported report does not include the full history, verify that the date range includes the employee’s entire period of employment.
Tips and best practices
- Export data before permanently deleting profiles: Historical data may no longer be accessible if an employee profile is permanently removed
- Use date filters to ensure you capture the employee’s full period of activity
- If you regularly need reports for offboarding processes, consider creating a standard export checklist for HR teams
FAQ
-
Can I access data for employees after they have been terminated?
Yes. Factorial keeps historical records, allowing HR teams to access and export past data for inactive employees.
-
Can I download the complete time tracking history of a former employee?
Yes. By selecting the employee in the Time tracking reports and setting the appropriate date range, you can export their full working hours history.