Creating Custom Reports

 

This article explains in detail how you can create custom reports and use them effectively for analyzing the personnel data stored in Personio.

You can find examples of how you can use custom reports in this article.

 

Access Rights

Access rights to custom reports can be assigned under Settings > Employee roles > Access rights. Viewing rights allow employees to view all reports that have been created, including all of the data they contain. Editing rights allow employees to create reports themselves and to select report attributes.

Please note that it is not possible to restrict access to certain reports only. Any employee who has access to the custom reports will automatically see all associated data, even if their employee role does not usually have access to a particular attribute.

 

Creating a Custom Report

In the main menu, navigate to Reports > Custom reports and click on the button Create new report. This opens the following window:

custom-reports-create_en-us.png 

 

Custom Report Name And Description

Give your report a name under which it will appear in your account. You can also add a description, perhaps to describe the purpose of the report. This will also be shown on the overview page.

 

Type of Report

You have a choice between three different report types, depending on the report's purpose.

custom-reports-type_en-us.png 

  • Point in time
    This report type shows data for a specific date in the past or future. Future dates take into account scheduled attribute changes and scheduled absence periods.
  • Timeframe
    Timeframe reports are particularly useful for displaying data on absence periods, absence account balances and confirmed work hours, and overtime over a defined period.
    You can also add relevant employee attributes such as departments. Please note that timeframe reports on employee attributes always show the value at the end of the period under review. Changes in the department during the period under review will, for example, not be shown.
  • Historical Data
    This report type shows changes in employee data over a defined period.

 

Date

Next, select the date or period for which you want the custom report to show data. You can select both, past and future dates.

Or you can select a dynamic date, such as the past 30 days or the end of the month.

 

Table Columns

Under Table Columns you can add any attributes on personnel data, attendances, absences and one-time compensations. The fields Last name and First name are included in every report by default and cannot be removed or moved to a different position. You can arrange all of the other columns in your report by dragging and dropping them in the selection field.

The following attribute types are currently available for selection in custom reports:

  • Employee Attributes
    Lists the contents of the respective attribute at the defined date or the change in values over the defined period.
  • One-time Compensation
    This column shows the value of the selected one-time compensation in the relevant payroll month.
  • Attendance Attributes
    Confirmed attendance hours and confirmed overtime can be included in period reports. Unconfirmed attendances are not included in reports.
  • Absence Attributes
    Lists the absence types, accrual policies and absence periods.

The following table provides further detail on the attributes available with each report type:

Report type Employee attributes One-time compensation Absence attributes Attendance attributes
Point in time All All one-time compensation paid at the defined time

Absence type and accrual policy:

  • Accrual balance
  • Entitlement
  • Carryover from previous year
  • Expired days from carryover
Not available
Timeframe All Not available

All absence types:

  • Periods
  • Scheduled days
  • Days taken

Absence type and accrual policy:

  • Accrual balance at the beginning of the time period
  • Accrual balance at the end of the time period
  • Current accrual balance
  • Entitlement
  • Carryover from previous year
  • Expired days from carryover

Absence type with required medical certificate:

  • Days with medical certificate

Hours entered:

  • Confirmed work hours
  • Hours worked (pending approval)
  • Confirmed overtime hours

Target hours:

  • Contractual target working hours
  • Effective target working hours (excl. public holidays and absences)
  • Contractual working hours falling on public holidays
  • Contractual hours thereon excluding overlaps with public holidays or absences (per absence type)
Historical data All Not available Not available Not available

 

The current scope of custom reports does not include prorated salary or candidate data.

You can find further information and examples of custom reports here

Filtering Employees

Use the Filter Employees by function to define a specific selection of employees whose data you would like to see displayed in the custom report.You can combine any number of filtering criteria to narrow down your selection.

custom-reports-filter_en-us.png

This allows you to include or exclude specific groups of employees. The following options are available:

  • For attributes of the types text field, list of options or multiple selection such as department, you can choose the filtering conditions equals or does not equal.
  • For attributes of the number type such as weekly hours, the available filtering options are less than, less than or equal to, equal to, not equal to, greater than and greater than or equal to.Use the values field to specify a number.
  • For attributes of the date type such as hire date, the available filtering options are also less than, less than or equal to, equal to, not equal to, greater than and greater than or equal to.Use the third input field to specify a date.

For detailed information on the filter logic in Personio, please refer to this article.

 

Employee Status Filter

Additionally, define the status you want the employees shown in the report to have. Choose between Active at chosen day (Point in time report type) or Active during the selected time period (Timeframe or Historical data report types) and All. When you choose the All option, employees currently in on-/offboarding or on leave will also be shown.

custom-reports-status-filter_en-us.png

 

Saving Your Report

Once you have made all your settings, click on Create to save your custom report. It may take a few minutes until the report is generated, depending on the number of employees and the number of columns in the report. The report is shown next:

custom-reports-year_en-us.png

 

Editing a Report

You can then perform the following actions:

  • Export: The report is downloaded as an Excel spreadsheet (.XLSX format).
  • Edit (Options menu on the top right): Change your report settings as required and then click on Apply.

    You can use this function to change the period in a custom report.

  • Delete: A pop-up appears asking you to confirm that you wish to delete the report. Click on Delete now to delete.
    Please note that all data shown in a report is retained even when you delete a report. The data will not be lost.

 

Displaying a Custom Report

All reports created within your company account are displayed in the Reports > Custom reports section.

custom-reports-cards_en-us.png

The report name and the date it was last accessed are shown as well as whether the report is up to date. Underneath, you see the report description. A colored tag highlights the report type. Underneath, you see the name of the person who created the report.

 

Answers to frequently asked questions about custom reports can be found here.

 

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