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How to Run and Download a Report

Once you have set your date range, applied filters, and selected employees, you can download any report in seconds. Some reports also let you customise the output format or other options before downloading.

Downloading a Report (Quick Method)

  1. Set your Date Range, Filters, and Employees as needed.
  2. In the Reports panel on the right, find the report you want.
  3. Click the report name to download it instantly with the default settings.
  4. The file will download to your browser's default downloads folder.

Customising Report Options Before Downloading

Some reports have additional options you can configure:

  1. Look for the three-dot menu (⋮) next to the report name.
  2. Click the ⋮ icon to open the Report Options dialog.
  3. Adjust the available settings, which may include:
    • File format — Choose from CSV, XLSX, PDF, TXT, or other formats depending on the report.
    • Sort by — Change the order of data in the export.
    • Group by — Group results by a specific field.
    • Other options — Some reports offer additional configuration specific to the data they contain.
  4. Click Download to generate the report with your chosen settings.
  5. Click Cancel to close without downloading.

Available File Formats

Depending on the report, you may be able to download in:

  • CSV — Comma-separated values (default for most reports)
  • XLSX — Microsoft Excel spreadsheet
  • PDF — Portable Document Format
  • TXT — Plain text
  • TSV — Tab-separated values

Alternate and Legacy Versions

Some reports offer multiple versions:

  • Look for a chevron / expand icon next to the report name.
  • Click it to reveal:
    • Alternate Versions — Different layouts or formats of the same report.
    • Legacy Versions — Older versions kept for backward compatibility.
  • Click any version name to download it, or use the ⋮ icon to customise options.

What Happens When There's No Data

If no data matches your selected date range and filters, you'll see a message:

"There is no data with the applied date range and/or filters."

To fix this:

  • Widen the date range using the From and To pickers or the Previous / Next buttons.
  • Remove or adjust filters to include more employees.
  • Check the employee selection to ensure the right people are checked.

Troubleshooting Report Errors

If a report fails to generate, Timecloud shows a clear message explaining what went wrong and how to fix it. Below are the most common errors and their solutions.

Missing Clock Event Data

Message: "A clock event is missing its time or In/Out direction."

This means an employee has a clock entry without a time or without an In/Out type recorded.

How to fix:

  • Open the named employee's timesheet for the date mentioned in the error.
  • Check every Clock In / Clock Out entry has both a time and an In/Out type set.
  • Correct or remove any incomplete entries, then re-run the report.

Shift Template Not Available

Message: "The shift template isn't available to your account."

This means the report includes employees assigned to a shift template that your account doesn't have permission to view.

How to fix:

  • Ask a full admin to run the report on your behalf, or
  • Have the shift template's department (user group) added to your permissions under Settings > Permissions.

Overnight Shift Spans Midnight

Message: "An overnight shift spans two days but has no clock event crossing midnight."

This happens when an overnight shift has clock-in/out times that don't bridge the midnight boundary — usually caused by rounding rules or leave adjustments pushing times past midnight.

How to fix:

  • Open the employee's timesheet for the date mentioned.
  • Review the overnight shift's clock-in and clock-out times.
  • Ensure at least one clock event falls on each side of midnight, or adjust the times so the shift correctly spans both days.

General Error

If none of the above apply, you'll see a general message asking you to try again. If the error persists, contact support with:

  • The report name you were trying to download
  • The date range selected
  • The employees included (or whether "All" was selected)

Quick Tips

  • Most reports default to CSV if you click the name directly — use the ⋮ icon if you need a different format.
  • The Include Archived Employees toggle (top of the Reports panel) lets you pull data for former employees without affecting the on-screen list.
  • Favourite your most-used reports so they always appear at the top of the list.