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 the Reports tab is not enough.
   You also need to grant access to the relevant employee attribute data:

   Report Template	Section where these attributes were placed (Personal data)	Additional section
   Headcount	Status, Hire Date	—
   FTE	Status, Hire Date, Weekly Working Hours, Full-Time Weekly Working Hours	—
   Time off Days	Status	Time off (Relevant time off type)
   Time off Rate	Status	Time off (Relevant time off type)
   Employee Turnover	Status, Hire Date	—
   Attendance Periods	Status	Attendance
   Salary	Status	Salary Information
   Birthday	Status, Birthday	—
   Terminations	Status	—
   Hires	Status, Hire Date	—
   Probation Period	Status, Hire Date, Probation Period End	—
   Ending Contracts	Status, Contract End Date	—
   Time off Distribution	—	—
   Channels	—	Recruiting
   Applications	—	Recruiting
   Application Funnel	—	Recruiting
   Disqualified Applications	—	Recruiting
   Hiring Speed	—	Recruiting

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.