This article explains how to review a system report in the Analytics area. It also lists the different system reports that are available in Personio.

 

Review a system report

Review a system report

1. Get access to the Analytics area from your company's Personio Administrator.
2. Go to Analytics > Reports.
3. Click the system report you want to review. 
4. Apply the time frame and add the filters you need. You have the following options:

• Use From and to define the time frame. 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.
• Use Group by to group up the 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.
  

  Tip
  Select the group Employees to have data displayed separately for each employee.

• Click Export to export the report.
• Click on the reload icon to update with the latest data. The update can take up to 10 minutes.
• Use Filter to define your selection. See the table below for a list of available filters.

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.

 

 

System report types 

HRM system reports

Headcount

The Headcount report shows the number of employees per month that are in “active” status. Employee numbers are displayed in a color-coded bar chart in the upper section of the report, followed by a table of absolute figures.

Click on one of the absolute numbers to see the detailed view. The report shows, per employee, their name, position, department, team, legal entity, hire date and, if entered, contract end date and termination date. Click on an employee's name to go to their employee profile.

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

 

FTE (full-time equivalent)

FTE reports compare the employees’ weekly hours to a full-time schedule. For example, if a full-time workweek is 40 hours and four employees each work 10 hours per week, their combined hours equal one Full-Time Employee (1 FTE).

For more information on how FTE is calculated, see our article Calculation formulas for system reports.

 

Birthdays

The Birthdays report shows all employees whose birthday falls within the period under review as defined by you.

Your employees' birthdays are listed in a table that displays the following attributes: name, position, department, office, legal entity, hire date, birthday, and the current age of the employee by default.

Clicking on an employee’s name takes you directly to the employee’s profile in Personio.

 

Hires

The Hires system report shows you all employees whose hire date was or will be in the period that you have defined for the report. The report is displayed as a table of absolute figures, which by default displays the following attributes: name, position, department, office, legal entity, and hire date.

Clicking on an employee’s name takes you directly to the employee’s profile in Personio.

 

Probation periods

The Probation periods report shows all employees who are on probation during the period as defined by you. The employees on probation are listed in a table, which displays the following attributes: first name, last name, position, department, office, legal entity, hire date, and end of probation period by default.

Clicking on an employee’s name takes you directly to the employee’s profile in Personio.

 

Terminations

The Terminations report includes all employees whose termination date falls during the period under review.

The data is displayed in a table that by default includes the following attributes: name, position, department, office, legal entity, hire date, and termination date.

Clicking on an employee’s name takes you directly to the employee’s profile in Personio.

Ending contracts

The Ending contracts report includes all employees whose contract ended or will end during the period under review, as defined by you.

The ending contracts are listed in a table, which by default displays the following attributes: name, position, department, office, legal entity, hire date, and contract end date.

Clicking on an employee’s name takes you directly to the employee’s profile in Personio.

 

Employee turnover

The Employee turnover system report shows the monthly turnover of your employees as a percentage. The calculation formula for the turnover percentage per month is: (terminated employees in current month that were active in previous month) ÷ (total number of employees that were already active or became active in the previous month) x 100. You can filter this report by reason for leaving and group it by different parameters, such as position. 

The report is displayed as a line chart in the upper section of the report, followed by a table of percentages. Click the Show legend button below the line chart to see what data is represented by what color.

For more information on how employee turnover is calculated, see our article Calculation formulas for system reports.

 

Time Management system reports

Absence days

The Absence days report shows the number of active employees' absence days for the selected absence types.

The absences are shown as a color-coded bar chart in the upper section of the report, followed by a table of absolute figures. You can use the third filter bar to define the types of absences you want to be displayed, for example, “sick days”, “parental leave”, and so on.

Click on one of the absolute numbers in the table of figures to see a detailed view. The report shows, per employee, their name, position, department, office, team, legal entity, hire date and, if entered, contract end date and termination date. It also includes the absence types that you previously selected in the filter. Click on an employee's name to go to their employee profile.

For information on absences tracked in hours, see our article on managing absences tracked in hours.

 

Absence rate

The Absence rate (without decimal places) report is calculated based on working days (Mon-Fri, excluding holidays). Work schedule and validity settings are not relevant to calculating the absence rate.

You can calculate the absence rate for a time period based on the absence types you want to be displayed, for example, “sick days”, “parental leave”, and so on.

The report is displayed as a line chart in the upper section of the report, followed by a table of percentages. Click the Show legend button below the line chart to see what data is represented by what color.

Note
The Absence rate report shows internal employees only by default. If you want to display the absence rate of external employees, use the filter option and select Employment type equals external.

For more information on how absence rate is calculated, see our article Calculation formulas for system reports.

Absence distribution

The Absence distribution report shows how days of absence are distributed among weekdays over the last six months. The absences are shown as a color-coded bar chart in the upper section of the report, followed by a table of percentages (without a decimal place). Click the Show legend button below the line chart to see what data is represented by what color.

For more information on how absence distribution is calculated, see our article Calculation formulas for system reports.

 

Attendance Periods

This system report lists all your employees’ confirmed attendance periods, as well as break and project times, within the defined period. The report is shown as a table of figures. The Status column indicates whether the attendance periods have already been approved or if their approval is still pending. You can customize the report time frame.

Recruiting system reports

Based on customer feedback, we created new reports and improved the calculations. They are now available in the Insights tab of the Recruiting area. The Recruiting system reports presented in this article will soon be deprecated.

 

Applications

The Applications report shows the number of candidates who have submitted applications to your company. You can select the period the report should cover, group results by recruiting category, job, department, office, or legal entity, and also add filters if necessary. The report is displayed as a color-coded bar chart in the upper section of the report, followed by a table of absolute figures.

Channels

The Channels report shows the number of applications you receive through different recruiting channels per month. This report can be used to compare the performance of the individual channels. You can select the period the report should cover and add filters if necessary. The report is displayed as a color-coded bar chart in the upper section of the report, followed by a table of absolute figures.

 

Application pipeline

The Application Pipeline report shows how applications received during the selected time period were moved through your application pipeline.

Candidate numbers are displayed in a color-coded bar chart in the upper section of the report, followed by a table of absolute figures. The conversion rate for each of the defined stages is also displayed at the bottom of the report.

 

Understanding the results

In the table of figures, applications are divided into the following stages by default:

Applications	Number of applications received in the selected time frame that were in this stage.
Proceeded	Number of applications that proceeded to a different stage.
Rejected	Number of applications that have been rejected in this stage.
Withdrawn	Number of applications that have been withdrawn in this stage.
Still in stage	Number of applications currently in this stage.

The table of figures shows an example of the full application process. It starts from the number of applications received and how they move across the defined stages through the application pipeline. In the image below, for example, it starts with 59 applications progressing from the screening stage until 7 of them reach the final Hired stage.

Below the table of figures, you can see an additional overview of the full conversion rate for each stage.

Here, the applications are also divided into the following application stages by default:

Applications	Total number of applications received. This figure represents the total from the columns Applications, Proceeded, Rejected, Withdrawn and Still in stage for the initial recruiting stage.
Hired	Total number of applications that resulted in a hire.
Rejected	Total number of applications that were rejected.
Withdrawn	Total number of applications that were withdrawn.
Still in Pipeline	Total number of applications currently in a recruiting stage.

 

Disqualified applications

This report provides an overview of how many candidates withdrew from the application process or were rejected during the specified period and shows the application process stage they were in at that point.

The report differentiates between Withdrawn and Rejected applications:

• Withdrawn means that the candidate is no longer interested in the job.
• Rejected means that your company rejected the candidate, perhaps because they were not suitable for the job.
• The report also includes numbers of Not disqualified applications, which are applications that are neither in stage Withdrawn or Rejected.

The report also shows the stage from which the application was withdrawn or rejected, for example, “Rejected / Screening” means that the application was rejected after being in the stage “Screening”.

Candidate numbers are displayed in a color-coded bar chart in the upper section of the report, followed by a table of absolute figures. Click the Show legend button below the bar chart to see what data is represented by what color.

 

Hiring speed

The Hiring speed report provides you with an overview of how quickly you are moving applications through the recruiting process. This report will not be accurate if you hire a candidate without an offer. Learn how to create an offer.

The Hiring Speed system report is divided into the following measurements: Time to offer and Time to hire. The table below shows the calculation basis for these measurements.

Measurement	Calculation basis
Time to offer	The time to offer is calculated based on the application receipt date and the date on which the candidate is moved into the Offer stage in the recruitment process. Learn more about how to manage an offer and its stages.
Time to hire	The time to hire is calculated based on the application receipt date and the date on which the candidate is moved into the Hire system stage (whereby the candidate has accepted the offer and will become an employee).

The results are displayed in a color-coded bar chart in the upper section of the report, followed by a table of absolute figures. The table shows the number of applications and hires for the selected period, as well as the number of days until offer creation or hiring.

You can click on any element within the table to get a greater overview of the hiring data. Time to offer and Time to hire are displayed in separate tabs. Each tab shows the list of employees who were offered a job or hired for the selected period, along with the timeline of their offer or hire.

 

Payroll system reports

Salary system report

The salary report shows your employees’ base salaries (fixed salary or hourly wages) and recurring compensation during the selected period as a bar or line chart, as well as in a table with absolute figures. Hourly wages are shown as totals based on the confirmed attendance per payroll period. The report considers any increase in fixed salaries or hourly wages during the current month from the time the change becomes effective.