The following article explains the different options for configuring system reports in Personio in line with your individual needs.
Define the time period
You can define the time period under review. Depending on the particular report you wish to generate, the period is defined either by date, month and year, or by month and year only.
To configure the time period, follow these steps:
- Go to Reports > System Reports and select the report you wish to generate.
- To define the time period, use the date pickers next to From and to.
- Click the Apply button to generate results.
Group your data
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. Learn more about employee attributes.
To group data, follow these steps:
- Go to Reports > System Reports and select the report you wish to generate.
- Next to Group by, select the desired attributes from the drop-down menus.
- Click the Apply button to filter and generate results.
Tip
Select the group Employees to have data displayed separately for each employee.
Configure filters
You can combine any number of attribute filters to narrow down your selection.
To configure the filters, follow these steps:
- Go to Reports > System Reportsand select the report you wish to generate.
- Next to Filter, use the drop-down menu to define your selection. See the table below for a list of available filters.
- Click Apply to filter and generate results.
| Preset or custom attribute | Attribute type | Available filters |
| Preset | Text field | “equals” or “does not equal” |
| Preset and custom | List of options, Tags | “one of” or “not one of” |
| Preset and custom | Number | “lower than”, “greater than”, “lower than or equal to”, “greater than or equal to”, “equals”, and “does not equal”. You can use the third input field to specify a number. |
| Preset and custom | Date | “greater than or equal to”, "lower than or equal to”, “greater than”, and “lower than”. You can use the third input field to specify a date. |
Tips
▶︎ You can add further filters by clicking +Add Filter
▶︎ The URL in your browser adapts dynamically, based on your filter settings. You can use that URL to call up the report again with the same filter settings and save it as a bookmark.
Export the report
To export your system report as an Excel spreadsheet (.xlsx), follow these steps:
- Go to Reports > System Reports > Headcount.
- Click the Actions button in the upper right corner of the window.
- Select Export.
Update the report
You can also use the Actions button at any time to update existing system reports with the latest data. Depending on the size of your data set, Personio will need between five and ten minutes to load all data and refresh the full report.
Viewing options
Some system reports such as the salary report give you the option of displaying the results in form of a bar chart or a line chart. You do not need to save the chart type, as this setting is applied immediately after selection.
Some system reports also give you the option to show a legend. Use this option to have a legend displayed directly below the chart.