This article explains how to grant employee access to reports created in Personio.

You can do this in different ways depending on the type of report you want your employees to access, and whether they should be able to create new reports, or just see existing reports.

Reports

Access to create a report

1. Go to Settings > Employee roles.
2. Select the role that the employee is a member of (besides the All Employees role). Alternatively, create a new employee role specifically for that employee.
3. Click on the employee role's Access rights tab.
4. In Configuration > Reports, select Edit: All.
   

   Note
   Granting access to the Analytics area and Reports tab is not enough. You also need to grant access to the relevant employee attribute data (example: Salary employee data when creating a Salary report). To do so, go to Personal data > Personal data, and select at least the View permission for the subset of employees and sections where the relevant attributes are located:

   Report Builder template	Attribute access required
   Headcount	Status Hire Date
   FTE	Status Hire Date Weekly Working Hours Full Time weekly working hours
   Absence days	Status Access to any absence type
   Absence rate	Status Access to any absence type
   Employee turnover	Status Termination date Hire date
   Attendance periods	Status Attendance data
   Salary	Status Salary data
   Birthday	Status Birthday
   Terminations	Status Termination date Termination type Termination reason
   Hires	Status Hire date
   Probation Period	Status Hire date Probation period end
   Ending contracts	Status Contract end date
   Absence distribution	—
   Channels	Recruiting access
   Applications	Recruiting access
   Application Funnel	Recruiting access
   Disqualified Applications	—
   Hiring Speed	Recruiting access

5. Review the changes and save the edits.

The employee now can:

• Access the Reports tab in the Analytics area.
• Access the Overview tab in the Analytics area. 
• Create a new report via both the Overview or the Reports tabs.

Access to view a report created by another employee

Currently, employees cannot view reports created by other employees. Each employee must create the report on their own.

Custom reports

Access to create a custom report

1. Go to Settings > Employee roles.
2. Select the role that the employee is a member of (besides the All Employees role). Alternatively, create a new employee role specifically for that employee.
3. Click on the employee role's Access rights tab.
4. In People data > Custom reports, select Edit: All.
5. Review the changes and save the edits.

The employee now can:

• Access the Reports tab in the Analytics area.
• View all existing custom reports in the Reports tab.
  

  Note
  Employees can see all data included in custom reports, even if they don’t have access to specific attribute data (example: Salary information) and can’t see it through the employee profile.

• Create a new custom report in the Reports tab.
  
  

Access to view a custom report created by another employee

All custom reports

1. Go to Settings > Employee roles.
2. Select the role that the employee is a member of (besides the All Employees role). Alternatively, create a new employee role specifically for that employee.
3. Click on the employee role's Access rights tab.
4. In People data > Custom reports, select View: All.
5. Review the changes and save the edits.

The employee now can:

• Access the Reports tab in the Analytics area.
• View all existing custom reports in the Reports tab.

A specific custom report 

1. Go to Analytics > Reports.
2. Select the custom report you want to share with another employee and click Sharing options.
3. In the window, enter the name of the employee you want to share the report with. An employee has to be in status Active or Leave to be included in the sharing option. You can also search for employees by position. This makes it easier for you to add employees from the same department or role at once.
4. Click on the search result. The employee will then be added to the Sharing options window. You can repeat this process as many times as needed. 
5. If needed, select Remove access in the dropdown of each employee to remove their access to the report.
6. Click on Save changes to effectively share the custom report with the employees listed in the Sharing options window. When you next edit the shared the custom report, a warning will appear to remind you that the report is currently being shared.

The employee now can:

• Access the Reports tab in the Analytics area.
• View a specific custom report in the Reports tab.

Note
Only administrators can share custom reports via the Sharing options window and see the employees a report has been shared with. Employees with access rights for custom reports can only see that a report has been shared, but not with whom.

System reports

Access to review a system report

1. Go to Settings > Employee roles.
2. Select the role that the employee is a member of (besides the All Employees role). Alternatively, create a new employee role specifically for that employee.
3. Click on the employee role's Access rights tab.
4. In People data > Reporting, select View: All in all the system reports you want to grant access to. 

   Note
   Granting access to the Analytics area and Reports tab is not enough. You also need to grant access to the relevant employee attribute data (example: Salary employee data when creating a Salary report). To do so, go to Personal data > Personal data, and select at least the View permission for the subset of employees and sections where the relevant attributes are located:

   Report Builder template	Attribute access required
   Headcount	Status Hire Date
   FTE	Status Hire Date Weekly Working Hours Full Time weekly working hours
   Absence days	Status Access to any absence type
   Absence rate	Status Access to any absence type
   Employee turnover	Status Termination date Hire date
   Attendance periods	Status Attendance data
   Salary	Status Salary data
   Birthday	Status Birthday
   Terminations	Status Termination date Termination type Termination reason
   Hires	Status Hire date
   Probation Period	Status Hire date Probation period end
   Ending contracts	Status Contract end date
   Absence distribution	—
   Channels	Recruiting access
   Applications	Recruiting access
   Application Funnel	Recruiting access
   Disqualified Applications	—
   Hiring Speed	Recruiting access

5. Review the changes and save the edits.

The employee now can:

• Access the Reports tab in the Analytics area. 
• Create a system report in the Reports tab.

Access to view a system report reviewed by another employee

Currently, employees cannot view system reports that other employees have reviewed (reports with specific filters and dates applied). Each employee must review the system report on their own.