Best Practice: Custom Reports

In this article, we will show you some examples of how to use custom reports. For a detailed description of how to create a custom report, please refer to this article. 

Please note that the best practice examples are merely recommendations. You can always customize your reports to meet your company's needs, add required data and adjust time periods.

1. Point in Time Report Type: 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
• employee status filter: active on the selected day

2. Timeframe Report Type: 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 
• employee status filter: 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.

3. Historical Data Report Type: 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%)
• employee status filter: all (so that employees who are no longer active are also taken into account)

4. Timeframe Report Type: Attendance Overview (Short-Time Work – KUG)

This report provides you with an overview of the hours worked and hours missed for an employee during the time period of your choice. If your company has introduced short-time work, this report can serve as a good basis for providing the labor office with the calculations and reports they require. 

To maintain consistency, we have changed the minute format of the attributes Working hours (confirmed) and Overtime (confirmed) from industrial minutes to a normal minute format (60 minutes). Please take this into account when exporting any existing custom reports. 

This report includes five new attributes: 

1. Contractual target working hours: Total target hours in the selected period based on the work schedule and the employee's hire and termination dates before deducting public holidays and absences*.

2. Effective target working hours: Total target hours in the selected period based on the work schedule and the employee's hire and termination dates after deducting public holidays and absences*.

3. Contractual working hours falling on public holidays: Total contractual working hours that fall on public holidays only (see above). 

4. <Absence type> – Contractual hours thereon excluding overlaps with public holidays: Working hours lost due to an employee absence (e.g. sickness or vacation) that do not fall on a public holiday. 

5. Working hours (pending approval): In addition to the confirmed working hours, the attendance periods for which approval has been requested but not yet confirmed can be shown separately.

* Only applies to absences for which attendances during the absence period are counted as overtime (see Settings > Absence > Validity settings).

Please note that, in contrast to the Contractual working hours, the target hours displayed in the employee's attendance tab have already had public holidays deducted.

We recommend the following settings:

• report type: timeframe
• Date: previous month
• Table columns: contractual target working hours; effective target working hours; working hours (confirmed); working hours (pending approval); contractual working hours falling on public holidays; paid vacation – Contractual hours thereon excluding overlaps with public holidays; sickness – Contractual hours thereon excluding overlaps with public holidays, not including overlaps with public holidays; unpaid vacation – Contractual hours thereon excluding overlaps with public holidays, not including overlaps with public holidays; parental leave – Contractual hours thereon excluding overlaps with public holidayss; maternity leave – Contractual hours thereon excluding overlaps with public holidays (or any other absences that are relevant to your company). 
• employee status filter: active during chosen timeframe

Please note that the attributes <Absence type> –Contractual hours thereon excluding overlaps with public holidays do not take into account any absences that fall on public holidays. To take these into account, use the Contractual working hours falling on public holidays attribute as well.