This article explains how to create a report with our report builder. You can use a wide range of data and customize each report to suit your needs.

There are two ways to create a report:

1. Create a report from scratch: You can choose from two blank reports:
   • Standard blank report: With this option, you can fully customize the report. You can choose a visualization option based on the data you select.
   • Employee change blank report: With this option, you can see changes in employee data over time. This report type focuses on individual employees. It shows the old and new values for the data, along with the effective date of the change. 
2. Create a report from a template: With this option, you choose from our predefined templates. These templates address common reporting needs and can help save you time. Personio applies certain values by default, but you can also customize these reports as needed. You can choose a visualization option based on the data you select.

Before you start

Understand the permissions needed to create reports

Anyone with an Administrator role can create reports. You can also allow other employees to create reports via an employee role. To do so:

1. Grant the role edit access to Configuration > Reports. 
2. You also need to grant access to the relevant employee attribute data under People data. The reporting employee can then report on all attributes they have access to. For example, if they have permissions for People data > Attendance data, they can use attendance data in their reports. Learn more about the data available for reporting.
3. To view employees listed in reports, the reporting employee also needs permission to see their status. By default, the Status attribute is located under People data > HR information, so the user’s role must have view access to this section. If needed, you can also move the Status attribute to a different section via Settings > People > Personal information.

Understand time selection options

You can create reports in three different ways based on your time selection: as a snapshot (point in time), as an aggregate (timeframe), or as a detailed change log (employee change report). Learn about the different ways to create reports based on time selection.

When selecting a time period, you can include future dates. These dates are limited to two years from today. This is useful for viewing planned time off, for example.

Understand filters

When using filters, make sure you understand the effects of each operator:

• Matches all of: Shows only employees who meet every chosen filter (AND logic). This gives you more specific results.
• Matches any of: Shows employees who meet at least one filter (OR logic). This gives you broader results.
• Equals: Shows only employees whose data values exactly match the selected values.
• Does not equal: Excludes employees whose data values match the selected values.
• Is empty: Shows only employees who are missing the relevant data.
• Is not empty: Excludes employees who are missing the relevant data.
• Add rule: A rule is a single filter, for example, “Status equals Active.”
• Add group: A group combines several filters, for example, “Workplace equals Berlin or Munich.”

Understand visualization options

For standard blank reports and template-based reports, you can choose different visualization options. These options depend on the data you select. Visualization options appear grayed out if you select incompatible data.

The table below gives an overview of the different visualization options.

Create a report from scratch

Standard blank report

To create a report from scratch using the standard blank report, follow these steps:

1. Go to Analytics.
2. Click Create report and select Standard blank report.
3. Give your report a name.
4. Go to the expanded Settings section on the right to define the details of your report:
   • Under Data, select one or more data items. You can use the search bar if needed. For most data items, you can choose an aggregation option. 
   • Optional: Under Segment by, add up to two attributes. This divides the data into meaningful groups. This grouping applies to both tables and charts. 
   • Select a visualization type. The data you select determines the visualization options available. Learn more about visualization options.
5. In the main report view, click the calendar icon to define your time selection. Choose a predefined period or use the date picker to select a custom range. You can select Today for a snapshot of your current data. 
6. Add filters to include or exclude specific employee groups. To understand the effect of different operators, refer to the section above.
7. Save your report.

Employee change blank report

To create a report from scratch using the employee change blank report, follow the steps below. This report is only available as a table.

1. Go to Analytics.
2. Click Create report and select Employee change blank report.
3. Give your report a name.
4. Go to the expanded Settings section on the right to define the details of your report:
   • Under Attributes, select the relevant attributes. The report compares old and new values for each attribute you select.
   • Under People identifiers, add identifiers if needed. Personio applies the identifiers Personio ID and Employee by default.
   • Under Group by, add up to two attributes. 
   • Under Result options, there are two toggle options. You can choose whether to show employees with attribute changes only. You can also show only the most recent attribute change for each employee.
5. In the main report view, click the calendar icon to define your time selection. Choose a predefined period or use the date picker to select a custom range. You can include future dates to see scheduled attribute changes. However, these dates are limited to two years from today.
6. Add filters to include or exclude specific employee groups. To understand the effect of different operators, refer to the section above. The filters in this report type only consider each employee’s value at the end of the selected time period. For example, if you filter by employee status, the report doesn’t include employees who had Active status at the start but not at the end.  
7. Save your report.

Create a report from a template

Each template applies specific values and filters by default. You can customize it to suit your needs. To create a report from a template, follow these steps:

1. Go to Analytics.
2. Click Create report and select the appropriate template.
3. Give your report a name.
4. Adjust the data aggregation options or add segmentation if needed. Depending on your selected data, you can also change the visualization type.
5. In the main report view, click the calendar icon to define the time frame. Choose a predefined period or use the date picker to select a custom range.
6. Add filters if needed. To understand the effect of different operators, refer to the section above.
7. Save your report.

Next steps

Once you create and save a report, you can find it in the report list under Analytics > Reports. It’s only visible to you and has the status Private.

• You can share a report with other employees, allowing them to either view or edit it.
• To export a report, click the three-dots icon at the top of the page. You can export it as an Excel or CSV file. Your export includes your selected filters, segments, and aggregations. It also includes employee identifiers.