This article explains how to create and customize a custom report in the Analytics area. It also lists some examples of widely used custom reports. If you need more advanced analytics and reporting, you can retrieve data from your Personio custom reports through the Custom Reports API.

Create a custom report

Get access to create custom reports.
Go to Analytics > Reports.

Fill in the different configuration fields:

Field	Description
Name / Description	Enter a name for the report and also a description, if needed.
Type of report	Select a report type. 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 / Pick custom date	Select the date or period for which you want the custom report to show data. You can either select one of the predefined dates, or introduce the exact date you wish.
Table columns	Select an attribute to create a new table column. See all the available attributes in the next section. Note The current scope of custom reports does not include candidate data.
Set up report conditions	Set up report conditions (custom filters) to define a specific selection of employees whose data you would like to see displayed in the custom report. As a default, a filter is added for Status equals Active.

Create the report.

Available attributes for custom reports

Point in time reports

Name	Definition
Employee attributes	System and custom attributes
Invitation status	Invitation status; the available options are: Not invited, Invited, Joined
FTE	Full-time equivalent; this value indicates how many full-time positions an employee’s position is equivalent to.
Fixed salary	Monthly gross fixed salary
Hourly wages	Hourly wages
Notice pronounced	Date on which a termination is issued
Termination reason	Reason for termination; free text field
Termination date	The last day the employee has access to the system.
Last working day	Last day of work
[Absence type] – Entitlement	Leave entitlement, comprising the allocated accrual and any manual adjustments
[Absence type] – Balance	Number of vacation days, including upcoming planned absences in the future
[Absence type] – Expired days from carryover	Number of vacation days carried over from the previous year and expired on the balance date
[Absence type] – Carryover from previous year	Number of vacation days carried over from the previous year
One-time compensation	Paid on a specific date
Age	Age
Tenure	Number of years that an employee has been with the company
Headcount – Active status	The value will be either 1 or 0
Headcount – Active and Leave status	The value will be either 1 or 0
Fix salary (100%)	Recurring type of base salary which repeats either monthly or yearly. The attribute displays the 100% salary of an employee. It does not consider the employee’s working hours.
Effective salary	Salary calculation based on the employee’s weekly hours entered on their employee profile. It does not take leave periods into consideration.
Hourly salary (Rate)	Non-recurring type of base salary which does not repeat on a monthly or yearly basis, and only gets paid after each worked hour.
Paid bonus	Bonus amount that was paid out to the employee. It relates to goal types, custom, and target.
[Name of compensation] (Recurring)	Salary components with a regular payment (monthly, quarterly, half-yearly, or yearly). Each compensation type is listed in a separate column in Custom Reports, like in the Salary tab.
[Name of compensation] (One Time)	Salary components with no regular payment, such as signing bonuses or severance packages.

Timeframe reports

Name	Definition
Employee attributes	System and custom attributes
Invitation status	Invitation status; the available options are: Not invited, Invited, Joined
FTE	Full-time equivalent; this value indicates how many full-time positions an employee’s position is equivalent to.
Fixed salary	Monthly gross fixed salary
Hourly wages	Hourly wages
Notice pronounced	Date on which a termination is issued
Termination reason	Reason for termination; free text field
Termination date	The last day the employee has access to the system.
Last working day	Reason for termination; free text field
[Absence type] – Entitlement	Leave entitlement, comprising the allocated accrual and any manual adjustments
[Absence type] – Balance at end of the timeframe	Number of vacation days, including upcoming planned absences in the future, at the end of the timeframe
[Absence type] – Balance today	Number of vacation days, including upcoming planned absences in the future, in the current date
[Absence type] – Balance at beginning of timeframe	Number of vacation days, including upcoming planned absences in the future, at the beginning of the timeframe
[Absence type] – Days with certificate	Number of absence days for which a certificate has been provided.
[Absence type] – Periods	Vacation periods entered for the period under review.
[Absence type] – Contractual hours thereon, excluding overlaps with public holidays	Contractual working hours falling during absences excluding public holidays
[Absence type] – Days scheduled	Number of vacation days planned for the time period
[Absence type] – Days taken	Number of vacation days taken during the time period
[Absence type] – Expired days from carryover	Number of vacation days carried over from the previous year and expired on the balance date
[Absence type] – Carryover from previous year	Number of vacation days carried over from the previous year
Sickness – Periods	Sickness periods entered for the period under review
Sickness – Contractual hours thereon, excluding overlaps with public holidays	Contractual working hours falling during “sickness” absences excluding public holidays
Sickness – Days scheduled	Number of future sick days
Sickness – Days taken	Number of sick days taken
Sickness – Days with certificate	Number of sick days over the period under review for which a medical certificate has been provided.
Certificate status	The status of the certificate manually uploaded by the employee. It does not reflect the electronic certificate (eAU) status.
Hours worked (pending approval)	Working hours not yet approved
Hours worked (approved)	Working hours that have been approved
Effective target working hours	Hours actually worked (minus public holidays and absences)
Contractual working hours falling on public holidays	Contractual hours falling on public holidays
Contractual target working hours	Contractual target working hours
Overtime (approved)	Approved recorded overtime
Age	Age
Tenure	Number of years that an employee has been with the company
Headcount – Active status	The value will be either 1 or 0
Headcount – Active and Leave status	The value will be either 1 or 0
Goal name	Name of the performance goal
Goal status	Status of the performance goal
Total goal achievement	Overall goal achievement percentage combining all subgoals
Goal timeframe	Interval of the performance goal
Goal timeframe start date	Start date of goal
Goal timeframe end date	End date of goal
Goal name	Name of the goal
Subgoal achievement percentage	Achievement of the subgoal in percent, contributing to Total goal achievement
Subgoal description	Description of the subgoal
Subgoal target	Goal of a quantitative subgoal in numbers
Subgoal measurement	Can be quantitative, qualitative or binary
Subgoal weight	-
Subgoal achievement	Achievement of quantitative subgoal in numbers
Fix salary (100%)	Recurring type of base salary which repeats either monthly or yearly. The attribute displays the 100% salary of an employee. It does not consider the employee’s working hours.
Effective salary	Salary calculation based on the employee’s weekly hours entered on their employee profile. It does not take leave periods into consideration.
Prorated salary	Salary calculation based on the employee’s weekly hours entered on their employee profile. It does take leave periods into consideration.
Hourly salary (Rate)	Non-recurring type of base salary which does not repeat on a monthly or yearly basis, and only gets paid after each worked hour.
Hourly salary (Payout)	Hourly salary (Payout) is the amount that was paid out to an employee in a given month. If calculated automatically, the payout is a result of Hourly salary (Rate) and hours worked in the respective period.
Paid bonus	Bonus amount that was paid out to the employee. It relates to goal types, custom, and target.
[Name of compensation] (Recurring)	Salary components with a regular payment (monthly, quarterly, half-yearly, or yearly). Each compensation type is listed in a separate column in Custom Reports, like in the Salary tab.
[Name of compensation] (One Time)	Non-recurring financial payments, such as signing bonuses or severance packages
Overtime hours (Payout)	Reimbursement of overtime hours.
Overtime hours (Compensable hours)	Overtime which can be converted to payout, among other things like paid vacation days or similar types of time off.

Historical data reports

Name	Explanation
Employee attributes	System and custom attributes
Invitation status	Invitation status; the available options are: Not invited, Invited, Joined
FTE	Full-time equivalent; this value indicates how many full-time positions an employee’s position is equivalent to.
Fixed salary	Monthly gross fixed salary
Hourly wages	Hourly wages
Notice pronounced	Date on which a termination is issued
Termination type	Type of termination, e.g. settlement agreement, agreement to terminate
Termination reason	Reason for termination; free text field
Termination date	The last day the employee has access to the system.
Weekly hours	An employee’s contractually agreed weekly working hours. This value is linked to the salary.
Fix salary (100%)	Recurring type of base salary which repeats either monthly or yearly. The attribute displays the 100% salary of an employee. It does not consider the employee’s working hours.
Effective salary	Salary calculation based on the employee’s weekly hours entered on their employee profile. It does not take leave periods into consideration.
Hourly salary (Rate)	Non-recurring type of base salary which does not repeat on a monthly or yearly basis, and only gets paid after each worked hour.
[Name of compensation] (Recurring)	Salary components with a regular payment (monthly, quarterly, half-yearly, or yearly). Each compensation type is listed in a separate column in Custom Reports, like in the Salary tab.

Check the report status

Loading: Your report is currently loading. This can take a while depending on the volume of data.
Up-to-date: Your report is loaded and up-to-date. Any data changes that happen in the system that are relevant for report results will trigger an automated update to the report. For example, if a person’s position and salary is changed, any report that displays this data will be updated.
Archived: The report has not been viewed via the Personio account, neither has been retrieved via the Custom Reports API for at least 60 days. The report will stop getting automatically updated. To reactivate the report so that it includes the most up-to-date data, open the report and click on either Refresh or on the Regenerate report icon. You will not be able to reactivate the report by retrieving it via the API.
Failed: Something went wrong on our side. Reload the report and if you still continue to have issues, reach out through Help to get further support.

Manage the custom report

Once you have saved the report, you can then perform the following actions:

Sharing options: Click on the button to share an existing report with a specific employee.
Export: Click on the button to download the report as an Excel spreadsheet (.XLSX format).
Copy report link icon: Click on the icon to copy the report link and either send it or save it.
Regenerate report icon: Click on the icon to manually refresh the custom report.

Note
The custom report will be automatically refreshed and updated, as long as it does not become inactive for longer than 60 days and its status does not change to Archived.
Three dots icon: Click on the icon to either edit or delete the report. Please note that all data shown in a report is retained even when you delete a report. The data will not be lost.

Custom report examples

Point in time report

1. Annual accounts

For the annual accounts, in order to pull up employee data for a specific date, select the Point in time report type. The following example shows the annual accounts for all of the employees in the Growth department as of 31.12.2019.

We recommend the following settings for your annual accounts:

Report type: point in time
Date: 31.12.
Table columns: email, fixed salary (100%), cost center, weekly hours
Filter employees by: e.g. department; status equal active.

Timeframe report

1. Paid vacation

A typical use for timeframe reports is showing absences. In the following example, all employee vacation periods for 2019 are listed.

We recommend the following settings:

Report type: timeframe
Date: 01.01.2019–31.12.2019
Table columns: paid vacation entitlement, paid vacation taken days, paid vacation periods, paid vacation balance at beginning of timeframe, paid vacation balance at end of timeframe, paid vacation carryover from previous year, paid vacation expired days from carryover
Filter: Status equal active during chosen timeframe

To see your employees' upcoming vacation periods, we recommend you use a future timeframe (e.g. from today to the end of 2020) and add the Paid Vacation planned days attribute.

2. Goals and subgoals report

This report provides you with an overview of the employee's progress on their goals and subgoals during the time period of your choice. This data helps to inform employee performance planning and monitoring.

This report includes the following groups of attributes:

Goal attributes:

Goal name: Name of the performance goal
Goal status: Status of the performance goal
Total goal achievement: Overall goal achievement percentage, combining all subgoals
Goal time frame: Time frame of the performance goal
Goal time frame start date: Start date of goal time frame
Goal time frame end date: End date of goal time frame

Subgoal attributes:

Subgoal name: Name of the subgoal
Subgoal description: Description of the subgoal
Subgoal achieved percentage: Achievement of subgoal in percent, contributing to the Total goal achievement
Subgoal achieved: Achievement of a quantitative subgoal in number
Subgoal target: Target of a quantitative subgoal in number
Subgoal type: Can be number, percentage or yes/no
Subgoal weight: Share of the subgoal within the entire goal in percent

We recommend the following settings:

Report type: Timeframe
Date: This year
Table columns: First name, Last name, Position, Department, Goal name, Goal status, Total goal achievement, Goal time frame, Goal time frame start date, Goal time frame end date, Subgoal name, Subgoal description, Subgoal achieved percentage, Subgoal achieved, Subgoal target, Subgoal type, Subgoal weight.
Filter: Status equal active during chosen timeframe.

3. Salary and compensation report

This report provides you with an overview of the employee's compensation during the period of your choice. This data helps to generate and analyse reports on the company's compensation development and structure.

This report includes the following groups of attributes:

Salary attributes:

Fixed salary (100%): Recurring type of base salary which repeats either monthly or yearly. It does not take into consideration the employee’s working hours.
Effective salary: Salary calculation based on the relation between the employee’s weekly hours and the department hours. It does not take leave periods into consideration.
Prorated salary: Salary calculation based on the relation between the employee’s weekly hours and the department hours. It does take leave periods into consideration.
Hourly salary (Rate): Non-recurring type of base salary which does not repeat on a monthly or yearly basis, and only gets paid after each worked hour.
Hourly salary (Payout): Amount that was paid out to an employee in a given month. If calculated automatically, the payout is a result of Hourly salary (Rate) and hours worked in the respective period.

Bonus:

Paid bonus: Bonus amount that was paid out to the employee. It relates to goal types, custom, and target.

Recurring compensations

[Name of compensation] (Recurring): Recurring compensations are salary components with a regular payment (monthly, quarterly, half-yearly, or yearly). Each compensation type is listed in a separate column in Custom Reports, like in the Salary tab.

One-time compensations

[Name of compensation] (One Time): One-time compensations are non-recurring financial payments, such as signing bonuses or severance packages.

Overtime compensation

Overtime hours (Payout): Reimbursement of overtime hours.
Overtime hours (Compensable hours): Overtime which can be converted to payout, among other things like paid vacation days or similar types of time off.

We recommend the following settings:

Report type: Timeframe
Date: This year
Table columns: First name, Last name, Position, Department, Fixed salary (100%), Effective salary, Prorated salary, Paid bonus, [Name of compensation] (Recurring), [Name of compensation] (One Time)
Filter: Status equal active during chosen timeframe.

Example
If you create a Point in time custom report with a Today date, and Fixed salary 100%, Effective salary, Recurring comp as Table columns, a part-time employee who works 30/40 hours and has a fixed salary of €4000 combined with a recurring compensation for public transport will appear with the following values:

▶︎ Fixed salary (100%): €4000
▶︎ Effective salary: €3000
▶︎ Public transport (Recurring): €70

4. Overtime balance

With this report, you can see the overtime balance for any of your employees, or group of employees.

For this custom report, use the following settings:

Report type: Timeframe
Date: Custom date
Start date: when your company started tracking time in Personio.
End date: the date you want the balance for.
Table columns: First name, Last name, Overtime (approved).
Conditions: Any filter you want to apply.

5. Absences tracked in hours

This report provides you with an overview of your employee's absences tracked in hours.

For this custom report, use the following settings:

Report type: Timeframe.
Date: Custom date.
Start date: when your company started tracking time in Personio.
End date: the date you want the balance for.
Table columns:
1. COLLECTION: ABSENCE TYPES (6 COLUMNS) attribute section. You can select all or specific absence types. This collection attribute will add the following columns for each absence type to the report: Absence type, Custom ID, Absence start date, Absence end date, Duration of absence (days), Duration of absence (hours).
2. ABSENCE ATTRIBUTES section: Balance today (hours), Balance at beginning of timeframe chosen in report (hours), Balance at end of timeframe chosen in report.
Conditions: Any filter you want to apply.

Historical data report

1. Career development

The historical data report type enables you to track changes in employee data over a customized time period. This is useful, for example, for reviewing career and salary development within a department, as in this example:

We recommend the following settings:

Report type: historical data
Date: any
Table columns: department, position, fixed salary (100%)
Filter: department equal (chosen department).

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Custom reports

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