Headcount System Report


The following article provides an overview of the Headcount system report. This report shows the number of employees per month that are in "active" status.

Employees leaving the company are still included in the month that they leave.

The following excerpt shows the report parameters that are pre-selected by default, but can be custom configured:


Employee numbers are shown as color-coded bar charts in the upper section of the report, followed by absolute figures. See the following two images as an example of how the report may look. This one has been grouped by Departments:



Click on one of the absolute numbers to see the detail view. The report shows, per employee, their First name, Last name, Position, (Department), Office, Sub-company, Hire date and, if entered, Contract end date and Termination date (see the following excerpt). 


Clicking on an employee's name will take you directly to their employee profile.



Configuration Options

There are several options for customizing a system report as required:



Define the period under review. Only the number of active employees per month is considered.



There are several options for grouping your data. You can group the results based on one or two attributes of the List of options type, for example by Department or Department/Office. Alternatively, you can group data by user-defined attributes of the List of options type. Select the group Employees to have data displayed separately for each employee.



You can combine any number of attribute filters to narrow down your selection.

  • For attributes of the Text field type, such as First name, you can set the filter to equals or does not equal.
  • For attributes of the List of options or Tags types, such as Department, you can additionally select the options included or not included. In the third input field, you are free to add any number of parameters.
  • For attributes of the Number type, such as Weekly working hours, the available filter options are lower than, greater than, lower than or equal to, greater than or equal to, equals, does not equal. Use the third input field to specify a number.
  • For attributes of the Date type, e.g. Hire date, the only available filter options are less than, greater than, less than or equal to, or greater than or equal to. Use the third input field to specify a date.


To remove an unwanted filter, click on the lower-case x next to it.

Once you have finished configuring your system report, click on Apply to generate your results.


Actions Button

If you wish, you can export your system report as an Excel spreadsheet (.xlsx). To do so, click on the Actions button in the upper right corner of the window and select Export.

You can also use the Actions button at any time to update existing reports with the latest data. Depending on the size of your data set, Personio will need between 5 and 10 minutes to load all data and refresh the full report. 

Headcount-Filter-Update_en-us .png

Chart Type

Choose between a bar chart or line chart. You do not need to save the chart type, as this setting is applied immediately after selection.


Click here for an overview and explanation of all reports that are available in Personio. For details on the customization options for your reports, see our article Configuring System Reports.




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