Custom Reports

Build tailored reports with exactly the data you need. The Custom Report Builder lets you select fields, add calculations, apply filters, schedule delivery, and share reports with your team.

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Accessing the Report Builder

1. Go to Platform Portal > Reports
2. Click Create Custom Report
3. Choose a starting point:
   • Blank report: Start from scratch
   • From template: Use a pre-built template
   • Clone existing: Copy and modify an existing report

Plan Availability

Custom reports are available on Professional and Enterprise plans. Starter plans have access to standard reports only. See Subscription Management for plan details.

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Building a Report

Step 1: Choose a Data Source

Select the primary data category for your report:

Data Source	Contains	Best For
Time & Attendance	Clock-ins, hours worked, breaks, overtime	Payroll prep, compliance
Scheduling	Published shifts, coverage, open shifts	Staffing analysis
Employees	Profiles, roles, departments, locations	HR reporting
Time Off	PTO requests, balances, approvals	Leave tracking
Labor Costs	Wages, overtime cost, labor ratios	Financial reporting
Compliance	Break compliance, overtime thresholds, certifications	Audit reports

Step 2: Select Fields

After choosing a data source, add the columns you want in your report.

Available Field Categories

Employee Fields:

Field	Description
Employee Name	Full name
Employee ID	Internal identifier
Department	Assigned department
Location	Work location
Position	Job title/role
Hire Date	Employment start date
Manager	Direct supervisor
Employment Status	Active, inactive, terminated

Time Fields:

Field	Description
Clock-In Time	When the employee started
Clock-Out Time	When the employee ended
Regular Hours	Standard hours worked
Overtime Hours	Hours beyond 40/week
Break Duration	Total break time
Scheduled Hours	Hours on the published schedule
Variance	Difference between scheduled and actual hours

Cost Fields:

Field	Description
Regular Pay	Hours multiplied by regular rate
Overtime Pay	Overtime hours at 1.5x rate
Total Pay	Sum of all compensation
Labor Cost Percentage	Labor cost divided by revenue
Cost Per Hour	Loaded cost per hour worked

Step 3: Add Calculated Fields

Create custom calculations based on existing fields.

Creating a Calculated Field

1. Click Add Calculated Field
2. Enter a field name (e.g., "Efficiency Score")
3. Build the formula using available fields and operators
4. Preview the calculation with sample data
5. Click Save Field

Supported Operators

Operator	Symbol	Example
Addition	+	Regular Hours + Overtime Hours
Subtraction	-	Scheduled Hours - Actual Hours
Multiplication	*	Hours * Hourly Rate
Division	/	Total Labor Cost / Revenue
Percentage	%	(Overtime Hours / Total Hours) * 100
Average	AVG()	AVG(Daily Hours)
Sum	SUM()	SUM(Overtime Hours)
Count	COUNT()	COUNT(Employees)
Minimum	MIN()	MIN(Daily Hours)
Maximum	MAX()	MAX(Daily Hours)

Example Calculated Fields

Field Name	Formula	Purpose
Attendance Rate	(Days Worked / Days Scheduled) * 100	Track reliability
Schedule Adherence	(Actual Hours / Scheduled Hours) * 100	Measure accuracy
Overtime Ratio	(Overtime Hours / Total Hours) * 100	Monitor overtime
Cost Variance	Actual Labor Cost - Budgeted Labor Cost	Budget tracking

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Filtering Reports

Apply filters to narrow your report data to exactly what you need.

Available Filters

Filter	Options	Example
Date Range	Specific dates, relative periods	Last 30 days, This pay period
Department	One or multiple departments	Kitchen, Front of House
Location	One or multiple locations	Main Street, Downtown
Employee	Specific employees	John Smith, Jane Doe
Position	Job roles	Manager, Server, Cook
Employment Status	Active, Inactive, All	Active only
Minimum Hours	Threshold	Employees with 20+ hours
Overtime Only	Yes/No	Only show employees with overtime

Filter Logic

Combine multiple filters with AND/OR logic:

• AND: All conditions must be true (default)
• OR: Any condition can be true

Example: Show employees in the Kitchen department AND at the Downtown location who worked more than 40 hours last week.

Saved Filters

Save frequently used filter combinations:

1. Apply your desired filters
2. Click Save Filter Set
3. Name the filter set (e.g., "Weekly Payroll - Kitchen")
4. Reuse it from the Saved Filters dropdown

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Grouping and Sorting

Group By

Organize report data into logical groups:

Group Option	Result
Department	Data grouped by department with subtotals
Location	Data grouped by work location
Employee	One section per employee
Date	Data grouped by day, week, or month
Manager	Data grouped by reporting manager
Position	Data grouped by job role

Sort Order

Set the sort order for your report:

1. Click Sort on any column header
2. Choose ascending or descending
3. Add secondary sort criteria
4. Drag to reorder sort priority

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Scheduling Reports

Automate report generation and delivery on a recurring schedule.

Setting Up a Schedule

1. Open the report you want to schedule
2. Click Schedule in the toolbar
3. Configure the schedule:

Setting	Options
Frequency	Daily, Weekly, Bi-weekly, Monthly, Quarterly
Day of Week	Monday through Sunday (for weekly)
Time	Specific time of day
Timezone	Your organization's timezone
Date Range	Automatic (previous period) or fixed
Format	PDF, CSV, Excel

4. Add recipients (see Distribution below)
5. Click Save Schedule

Managing Scheduled Reports

View and manage all scheduled reports at Reports > Scheduled:

• Pause: Temporarily stop a schedule
• Edit: Modify frequency, recipients, or format
• Run Now: Generate the report immediately
• Delete: Remove the schedule permanently
• View History: See past deliveries and their status

Scheduling Best Practices

Schedule payroll-related reports to run the day after your pay period ends. Schedule manager reports for Monday mornings so they are ready for the start of the week. Avoid scheduling resource-intensive reports during peak business hours.

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Report Distribution

Share reports automatically or on demand.

Adding Recipients

1. Open the report or schedule
2. Click Distribution
3. Add recipients:
   • Email: Enter email addresses
   • Role-based: Send to all users with a specific role
   • Department heads: Auto-send to each department's manager
4. Set delivery preferences:
   • Attach report as file
   • Include summary in email body
   • Send even if report has no data (or skip empty reports)
5. Save distribution settings

Distribution Methods

Method	Description	Best For
Email attachment	Report file attached to email	Individual recipients
Email link	Link to view report in Olympus Cloud	Large reports
In-app notification	Report available in the Reports section	Internal team access
Shared folder	Saved to a shared report folder	Team access

Access Controls

Control who can see which reports:

Permission	Description
Owner	Full control, can edit, delete, share
Editor	Can modify the report but not delete
Viewer	Can view and export, but not modify
Scheduled only	Only receives the report via email

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Report Templates

Save time with pre-built and custom templates.

Built-In Templates

Template	Description	Audience
Weekly Payroll Summary	Hours by employee for payroll processing	Admin
Monthly Labor Cost	Labor costs by department and location	Admin, Manager
Overtime Analysis	Overtime hours and costs with trends	Manager
Attendance Tracker	Attendance rates and patterns	Manager
Time-Off Balance	PTO balances and upcoming time off	Manager
Schedule Adherence	Actual vs. scheduled hours comparison	Manager
Break Compliance	Meal and rest break compliance	Admin
New Hire Report	Recently hired employees and onboarding status	Admin
Turnover Analysis	Employee departures and retention metrics	Admin

Creating a Template

1. Build a report with your desired configuration
2. Click Save as Template
3. Name the template
4. Add a description
5. Choose visibility:
   • Personal: Only you can use it
   • Organization: Available to all admins and managers
6. Save

Using a Template

1. Go to Reports > Create Custom Report
2. Select From Template
3. Browse or search templates
4. Click the template to create a new report based on it
5. Customize as needed before running

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Exporting Reports

Export Formats

Format	Best For	Notes
PDF	Sharing, printing, archival	Formatted with headers and styling
CSV	Importing into other systems	Raw data, no formatting
Excel (.xlsx)	Analysis in spreadsheets	Includes formatting and formulas

Exporting a Report

1. Run the report with your desired filters
2. Click Export in the toolbar
3. Select the format
4. Choose export scope:
   • Current view: What you see on screen
   • All data: Complete dataset (may be larger than on-screen view)
5. Download the file

Large Reports

Reports with more than 50,000 rows may take several minutes to export. For very large exports, the system generates the file in the background and sends you a notification with a download link when it is ready.

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Tips for Effective Reports

Tip	Why
Start with a template and customize	Faster than building from scratch
Use relative date ranges ("Last 7 days")	Scheduled reports stay current automatically
Add calculated fields for ratios and percentages	Raw numbers alone can be misleading
Group by department or location for comparisons	Helps identify outliers
Schedule reports instead of running manually	Saves time and ensures consistency
Export to Excel for further analysis	Pivot tables and charts add insight

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Related Guides

• Reporting Guide
• Analytics
• Dashboard
• Cost Optimization