In this article, we provide a summary of the templates available in the report builder. Templates help you create reports quickly and effectively. They’ve replaced legacy system reports, which you might have used in the past.

Our templates are based on the following common reporting needs:

• Org Composition
• Time Off
• Attendances
• Retention
• Compensation
• Recruiting
• Employee changes
• Compliance

In each template, Personio applies specific data values by default. Learn more about the data available in the report builder. Each template also includes default filters or segmentation.

While template-based reports are ready to use, you can also customize them as needed. For example, you can apply more data values, change the timeframe, or add more filters and segmentation. Some templates are only available in one visualization format, for example, a table. For others, you can choose a different visualization type.

Org composition

Birthdays 

The Birthdays template shows employees whose birthdays fall within a specified time range. You can adjust the time range by changing the values for Birthday in the filter. 

This report helps you keep track of upcoming birthdays. It also includes each employee’s supervisor, so you can delegate the planning of celebratory activities effectively.

By default, the report’s timeframe is set to the next 30 days.

Full-time equivalent 

The FTE (full-time equivalent) template helps you understand your team’s actual working capacity—not just how many people you employ. In this way, FTE reports give you a more reliable view of your workforce than a simple headcount.

Personio calculates FTE based on the following formula:

(Total number of hours worked by all employees) ÷ full-time weekly hours

Example
Let's say your company’s full-time week is 40 hours. If four employees each work 10 hours per week, this means these four employees together are equivalent to 1 full-time employee.
(4 × 10) ÷ 40 = 40 ÷ 40 = 1.0 FTE
 

Note the following:

• The calculation compares each employee’s weekly hours to your company’s standard full-time schedule. Personio bases FTE calculations on contractual working hours, not actual work performed. You can find an employee’s contractual weekly hours in their employee profile.
• The calculation prorates FTE based on the exact number of calendar days in each month and on how many of those days each employee is in active employment.
• If an employee’s weekly or full-time hours change during the period, the calculation adjusts their FTE accordingly.
• If you filter by “active” status, the calculation prorates employees on leave (like sabbatical or parental leave) for the days they are away. If you adjust the filter, this proration changes.
• Time off, such as paid vacation, doesn’t affect FTE. However, if an employee’s status changes to “leave,” then the calculation prorates FTE for those days. Leave might include longer time off periods like parental leave or a sabbatical.
• The calculation rounds FTE values to two decimal places.

Headcount

The Headcount template shows how many employees you have in your organization. This helps you to track workforce changes, make informed staffing decisions, and plan resources.

Personio calculates headcount by counting each employee on the last day of a given period, independent of their working hours. By default, the Headcount template includes only employees with the status Active.

Therefore:

• An employee with an active status on the last day of the period has a headcount value of 1.
• An employee with the status Leave or Inactive on the last day of the period has a headcount value of 0.

It’s also worth noting that:

• The headcount includes an employee if: 
  • Their hire date is within or before the selected period, and 
  • Their status is either Active or Onboarding during that period for at least one day.
• If you’re terminating an employee, the headcount excludes the employee from the period after their termination.

You can adjust the filter settings to include employees with Leave or Inactive status. This can help you understand how many former employees you have.

Calculate the growth rate

To calculate the growth rate of your headcount over a given period, apply the following formula. You can also apply this to other metrics, such as Prorated gross salary development.

(Total at the end − total at the start) ÷ total at the start

Example
Let’s say your headcount was 94 at the beginning of 6 months and increased to 103 by the end.
(103 – 94) ÷ 94 = 0.0957
This means your headcount grew by 9.57% over six months.

Time off

Absence rate

Tip:
For all time off templates, you can filter by time off type. This lets you show only specific time off types, such as paid vacation or sick leave.

The Absence rate template shows how often employees are absent from work. This can help you identify trends, such as seasonal spikes. 

Personio calculates FTE based on the following formula:

(Number of hours employees are absent ÷ number of working hours*) x 100

*Working hours are the hours employees must work within a set timeframe, based on their schedule. This is determined by subtracting public holiday hours on working days from their contractual hours.

Example
Let’s say a specific employee works 160 hours in a month, based on their work schedule. During that month, they were absent for 12 hours.
(12 ÷ 160) x 100 = 7.5%.
This means the employee's absence rate for the month is 7.5%.

Remaining time off balance

The Remaining time off balance template shows each employee's remaining time off balance as of today. Personio automatically segments the report by department.

Time off days

The Time off days template shows the number of taken and planned time off days for employees during a specific period.

This helps you to identify time off patterns or outliers within the organization and consider corrective action. High time off rates can signal well-being issues, impacting employees' overall satisfaction and retention.

By default, this template only considers approved time off.

Time off days taken by team

This template lets you track time off days taken by each team over the last month. The timeframe is automatically set to the past month.

Time off periods 

The Time off periods template shows detailed information for each period of planned time off within a specified time range. It includes time off types, start and end dates, duration, and more.

This template includes time off periods that are approved, pending, have a pending substitute request, or have a pending deletion. This lets you review both approved and pending time off period requests. It helps you to address any potential scheduling conflicts or staffing shortages.

Attendance

Attendance periods

The Attendance periods template shows the time tracked by employees during a specific period.

This can help you review attendance periods and identify attendance patterns or outliers. For example, you can identify employees who consistently skip breaks.

You can filter the data by Attendance status, for example, to show only periods pending confirmation.

Report on overnight attendance periods

You can’t currently report on overnight attendance periods in the Analytics area. We plan to address this limitation later in the year. In the meantime, you can use our temporary reporting solution.

Attendance reporting for projects

The Attendance periods template also helps you see how many hours employees spend on projects over a set period. You can also see the breakdown of time spent on subprojects.

Use filters like subproject name, client, cost center, project type, or billable status to narrow your results. Make sure to add these details when setting up your project so you can filter by them later.

Monthly attendances and absences

This template shows an overview of absences taken and attendance hours tracked for each employee over the last month. The timeframe is automatically set to the past month. Personio automatically segments the report by employee.

Overtime hours

The Overtime hours template shows the number of overtime hours worked by your employees. By default, it segments the data by department. You can segment further if needed, for example, by team.

This template helps you compare overtime across departments. For example, if one department consistently logs more overtime than others, it might signal the need for additional staffing or workflow adjustments to prevent employee burnout.

Retention

Employee turnover rate

The Employee turnover rate template shows how many employees leave the company during a specific period.

Filters help to analyze data in segments and identify possible causes for employee departures. For example, working conditions, management practices, or external opportunities.

Personio calculates the employee turnover rate based on the following formula. This formula is aligned with the ISO 30414 standard.

Number of employees who left ÷ (Number at beginning + number at end ÷ 2) × 100

Example
Let’s say you had 100 employees at the beginning of the year and 80 employees at the end of the year.
We need to divide the total number of separations (voluntary and involuntary) by the average number of employees and multiply it by 100.
20 ÷ (100 + 80 ÷ 2) x 100 = 22.22%
This means that your employee turnover rate is 22.22%

Terminations

The Terminations template shows employees with a scheduled termination within a specified time range. This gives you an overview of employees who recently left or will leave soon. It can help you plan relevant offboarding actions.

By default, the report’s timeframe is set to the next 30 days. You can filter by termination type to focus on specific categories. Additionally, you can filter by organizational entities, like departments and legal entities. This refines which employees appear in the report.

Terminations over time

This template shows the monthly number of employees leaving over the last year. By default, it segments the data by termination type.

Compensation

Prorated gross salary development

The Prorated gross salary development template shows the gross salaries for each department over time.
With this template, you can:

• Get a current view of total gross salary payments in your organization.
• Understand how compensation is developing over time.
• Compare average salaries across different segments to ensure fair pay. (To understand the gender pay gap, you can use our dedicated Gender pay gap template.)
• Use report insights in processes such as salary benchmarking and pay increases.

By default, the report’s time range is set to the previous six months. The employee status is Active and the employment type is Internal.

The template includes the metric Prorated gross salary (fixed and hourly). It doesn’t include other compensation types. The currency shown is based on each employee’s workplace. Currency conversion isn’t available.

Recruiting

Hires

The Hires template shows employees whose hire date falls within a specified time range. This helps you keep track of new hires and plan onboarding effectively.

By default, the report’s timeframe is set to the next 30 days. You can adjust the time range by changing the Hire date filter. You can also filter the report by different organizational groups, such as departments and legal entities. This helps you focus on specific groups of new hires.

For data on your recruiting process, including candidate and job data, go to Recruiting > Metrics. Learn more about the Metrics tab in Recruiting.

Hires over time

This template lets you track the number of hires per month over the last year. The timeframe is automatically set to the past 12 months and segmented by department.

Employee changes

Job title changes

The Job title changes template shows employees whose job titles have changed within the past 12 months.
This report helps you monitor role changes and manage career progression within your organization.

Salary changes

The Salary changes template shows employees whose salaries have changed within the past 12 months.
This report helps you track compensation adjustments and ensure pay transparency across your team.

Compliance

Employee salary bands

The Employee salary bands template shows contracted salary amounts and their respective salary bands per employee. You define salary bands for jobs when setting up the job architecture.

This report can help you identify outliers and ensure pay compliance.

Gender pay gap compliance

With this template, you can report on gender pay gap compliance at your company. It includes automated calculations for gender pay data according to EU directive requirements.

Learn more about how to create a gender pay gap compliance report.