Reporting Guide

Create, customize, and automate reports to keep stakeholders informed and support data-driven decisions.

Report Categories

Pre-Built Reports

Ready-to-use reports organized by category:

Labor Reports

Report	Description
Hours Summary	Total hours by employee for period
Overtime Report	Overtime hours and associated costs
Labor Cost	Hours multiplied by pay rates
Hours by Department	Breakdown by team
Hours by Location	Breakdown by site

Attendance Reports

Report	Description
Attendance Summary	Punctuality and presence overview
Late Arrivals	Employees who clocked in late
Early Departures	Employees who left early
Absence Report	Missed shifts and no-shows
Attendance Trends	Patterns over time

Scheduling Reports

Report	Description
Schedule Summary	Published schedule overview
Coverage Report	Staffing vs. requirements
Open Shifts	Unfilled shifts
Schedule Changes	Modifications made
Compliance Report	Actual vs. scheduled

Time-Off Reports

Report	Description
PTO Balances	Current balances by employee
Time-Off Requests	All requests with status
Upcoming Time Off	Approved future absences
PTO Usage	Historical time-off data
Accrual Report	PTO earned over period

Payroll Reports

Report	Description
Payroll Export	Hours formatted for payroll
Timesheet Summary	Approved timesheets
Pay Period Report	Complete period breakdown
Adjustments Report	Manual time entries

Running Reports

Basic Report

1. Go to Reports from sidebar
2. Select report category
3. Click desired report
4. Choose date range
5. Click Run Report
6. View results

Filtered Reports

Add filters for targeted data:

1. Select a report
2. Click Add Filter
3. Choose filter type:
   • Location
   • Department
   • Position
   • Employee
   • Status
4. Select filter values
5. Run report

Comparison Reports

Compare two periods:

1. Select a report
2. Enable Compare Periods
3. Select primary date range
4. Select comparison date range
5. Run report
6. View side-by-side with variance

Custom Reports

Creating Custom Reports

Build reports tailored to your needs:

1. Go to Reports > Custom Reports
2. Click + New Custom Report
3. Name your report
4. Select data source:
   • Time and Attendance
   • Scheduling
   • Employees
   • Time Off
5. Choose fields to include
6. Set default filters
7. Choose visualization
8. Save report

Field Selection

Available fields by data source:

Time and Attendance Fields

Field	Description
Employee Name	Full name
Employee ID	Unique identifier
Clock In Time	Punch-in timestamp
Clock Out Time	Punch-out timestamp
Total Hours	Calculated duration
Regular Hours	Non-overtime hours
Overtime Hours	OT hours
Break Time	Total break duration
Department	Employee's department
Location	Work location
Position	Job role

Scheduling Fields

Field	Description
Shift Date	Scheduled date
Start Time	Shift start
End Time	Shift end
Scheduled Hours	Planned duration
Actual Hours	Hours worked
Variance	Difference
Shift Status	Filled, open, etc.
Assigned Employee	Who's scheduled

Grouping and Sorting

Organize report data:

Group by:

• Employee
• Department
• Location
• Day/Week/Month
• Position

Sort by:

• Any selected field
• Ascending or descending
• Multiple sort levels

Calculated Fields

Add computed values:

1. In custom report builder, click Add Calculated Field
2. Name the field
3. Define formula:
   • Sum
   • Average
   • Count
   • Difference
   • Percentage
4. Add to report

Report Visualization

Choose how data displays:

Type	Best For
Table	Detailed data
Summary	Aggregated totals
Bar Chart	Comparisons
Line Chart	Trends
Pie Chart	Distribution

Scheduled Reports

Setting Up Schedules

Automate regular reports:

1. Open any saved report
2. Click Schedule
3. Configure delivery:

Setting	Options
Frequency	Daily, Weekly, Monthly
Day	Specific day for weekly/monthly
Time	Delivery time
Format	PDF, CSV, Excel
Recipients	Email addresses

4. Save schedule

Frequency Options

Frequency	Best For
Daily	Operational monitoring
Weekly	Team reviews
Bi-weekly	Pay period alignment
Monthly	Management reporting

Managing Schedules

View and modify scheduled reports:

1. Go to Reports > Scheduled
2. See all active schedules
3. Click to edit or delete
4. View delivery history

Pause or Cancel

1. Find scheduled report
2. Click Pause to temporarily stop
3. Click Delete to remove permanently

Exporting Reports

Export Formats

Format	Use Case
PDF	Sharing, printing, archiving
CSV	Import to spreadsheets
Excel	Advanced analysis

Export Steps

1. Run your report
2. Click Export
3. Select format
4. Choose scope:
   • Current page
   • All data
   • Summary only
5. Download file

Batch Export

Export multiple reports at once:

1. Go to Reports > Batch Export
2. Select reports to include
3. Choose date range (applies to all)
4. Select format
5. Generate package
6. Download ZIP file

Sharing Reports

Share via Email

1. Run report
2. Click Share
3. Enter email addresses
4. Add message (optional)
5. Choose to attach or link
6. Send

Share Link

1. Save report
2. Click Share > Get Link
3. Set permissions:
   • View only
   • Can export
   • Can edit
4. Copy link
5. Distribute to recipients

Report Access

Control who sees reports:

Access Level	Permissions
Private	Only you
Team	Your team members
Department	Your department
Organization	All users

Payroll Integration

Payroll Export

Verify Before Exporting

Always confirm that all timesheets are approved before running a payroll export. Unapproved hours will not be included in the export, which could result in employees being underpaid.

Generate payroll-ready data:

1. Go to Reports > Payroll
2. Select Payroll Export
3. Choose pay period
4. Verify hours are approved
5. Select export format:
   • Standard CSV
   • ADP format
   • Paychex format
   • QuickBooks format
   • Custom mapping
6. Export

Export Mapping

Configure field mapping for your payroll system:

1. Go to Settings > Integrations > Payroll
2. Select your provider
3. Map fields:
   • Employee ID → Payroll ID
   • Regular Hours → REG
   • Overtime Hours → OT
4. Save mapping
5. Use for all exports

Report Templates

Saving Templates

Save report configurations:

1. Configure a report
2. Click Save as Template
3. Name template
4. Set as personal or shared
5. Use for future reports

Using Templates

1. Go to Reports > Templates
2. Select template
3. Adjust date range if needed
4. Run report

Compliance Reports

Retention Requirements

Compliance reports such as audit trails and time record changes should be exported and archived according to your organization's data retention policy. Many jurisdictions require keeping time records for 3 to 7 years.

Audit Trail

Track all system actions:

1. Go to Reports > Audit
2. Select date range
3. Filter by:
   • User
   • Action type
   • Record type
4. View complete audit log

Time Record Changes

Document all modifications:

1. Go to Reports > Compliance > Time Changes
2. See all manual edits
3. Includes who, when, what changed
4. Export for records

Tips

• Run labor reports weekly for cost control
• Schedule management summaries monthly
• Export payroll reports same day each period
• Save frequently-used reports as templates
• Set up alerts for anomalies
• Keep compliance reports for required retention period