This article explores common issues relating to report data in the Analytics area. If you haven't already done so, learn how to create a report.

In this article, we cover the following issues:

• How reporting reflects changes over time
• An employee can't access a report
• Report data doesn't sync in real time
• An employee change report contains no data

Note:
This article doesn't address issues related to creating legacy custom reports.

How reporting reflects changes over time

Employee profiles change over time, and Personio records all of those changes. When you run a report, the system reflects the profile as it was at the point each record was created, not just how it looks today.

For example, if you have an absence from last year, that absence is tied to the state of your profile at that time. So it's allocated to the Department, Supervisor, and Team you had when the absence happened, not your current ones.

This means some results can look wrong at first glance, but they're actually an accurate representation of the data at the point it was recorded:

• An employee shows up in a report filtered to active employees with a salary, even though they're now inactive. They recorded a salary every month, including the months when they were still active, so those earlier records are correctly included.
• An employee appears in two rows against two different departments, with attendance hours in both. They moved departments at some point within the report's time frame, and attendance was recorded against whichever department they were in at the time.
• You filter out employees who have a termination date and total up their absences, but people who now have a termination date still appear. At the time those absences were recorded, the employee had no termination date set, so their data is included.
• An employee got a pay rise mid-year, and their average monthly salary in the report matches neither their old salary nor their new one. The report averages every month at the salary they were on at the time, so the result sits between the two.

Understanding status filters and point-in-time logic

When you add a status filter (such as Active, or Active and Leave of Absence), this same point-in-time logic applies in a few extra ways:

• An employee on leave still shows FTE 1.0, even though the salary figure correctly reflects the leave. FTE compares an employee's scheduled weekly hours to full-time hours. Taking leave doesn't change those scheduled hours, only the leave record itself, so FTE keeps showing the same value as when the employee is actively working. If you want FTE to only reflect active employees, filter for Status = Active.
• An employee's salary shows as blank for the month they were terminated, even though they were paid for most of it. When you filter to active employees only, the report checks that status at a specific point in the period, typically the end of the month. An employee terminated partway through the month is inactive by then, so that month's salary gets filtered out along with them, even though they earned it. Removing the status filter for that report will bring the value back.
• A single month appears as two rows for a terminated employee, one of them blank. The row splits based on when the termination date was entered in the profile. One row shows the data before that date was set, and one shows the data after. The row before the termination date was recorded can show up with no salary value. Removing the termination date column from the report merges these back into one row with the full value visible.

An employee can't access a report

You can only see reports that you create or that someone else shares with you. When someone shares a report, they can grant the recipient either view or edit access to it. Review our article on how to share a report.

If an employee sees incorrect or incomplete data, make sure they have the necessary permissions for all relevant employee attribute data.

Report data doesn't sync in real time

Any changes you make within Personio might not appear instantly in your reports. The system can take up to a maximum of 20 minutes to process and sync the latest data, so it's normal for there to be a short delay. If you still don't see your changes after waiting, check again later. Sometimes syncing can take longer due to system activity or high data volumes.

An employee change report contains no data

If you're creating an employee change report and no data appears, it might be because first entries don't count as a "change." In other words, if the original value for an attribute has remained the same, it won't appear in the employee change report. This behavior is consistent with the point-in-time reporting logic described above: the system only records changes from one state to another, not the initial state itself.