How to Use the HR Report Builder

Saved Reports Landing Page

When you open Human Resources → Organisation → Report Builder, you land on the Saved Reports page. This page shows all your company's saved reports as cards in a grid.

Each card displays the report name and last modified date.
Click a card to open that report in the builder.
Click Create new report to start a fresh report with default fields.

Managing Saved Reports

From the landing page, each report card has quick actions:

Open — click anywhere on the card to open the report.

Rename — click the three-dot menu on the card and select Rename. Enter a new name and confirm.
Duplicate — click the three-dot menu and select Duplicate. A copy is created with the name "Copy of [original name]" (you can change it). You will be taken straight into the duplicated report.

Delete — click the trash icon on the card. A confirmation dialogue appears — click Delete to permanently remove the report.

How to Build a Report

Navigate to Human Resources → Organisation → Report Builder.
Click Create new report (or open an existing report from the landing page).
The report builder opens with a context bar at the top showing the report name, a Back to reports link, and a Save button.
Add Fields — click Add Field and select from categories:
- Basic Information (name, email, gender, ethnicity, etc.)
- Employment Details (start date, contract type, shift pattern, scanner card number, etc.)
- User Access (admin role, permissions, etc.)
- Custom Properties (any fields you created in Profile Templates)
- Leave Balances — each leave type configured in your company appears as its own field (e.g. "Annual Leave", "Sick Leave"). Add the ones you need to see individual balance columns per leave type.
- Compliance — each compliance template in your company appears as a separate field. Shows the employee's compliance status for that item.
Add Filters — click Add Filter, choose a property, and set the filter value (text search, multi-select, date range, or number range).
Add Grouping (optional) — click Add Group to group results by a field (e.g. department, ethnicity, or a compliance template). Grouped reports show expandable rows with counts.

Editing Employee Data Inline

You can update employee profile fields directly from the report grid without leaving the Report Builder.

How to Enter Edit Mode

Open a saved report (or create a new one with the fields you want to edit).
Click the Edit button in the toolbar.
Editable cells become input fields — type new values, pick dates, or toggle switches.
A tally appears in the toolbar showing how many employees and fields you have changed (e.g. "2 employees · 3 fields edited").
When you are finished, click Save changes.
A confirmation dialogue asks you to confirm — click Save changes to apply.

Which Fields Can Be Edited?

Editable — most text, number, date, and boolean profile fields (e.g. First Name, Email, Job Title, Date of Birth, custom text/number/date/boolean properties).
Read-only — some fields cannot be edited inline. These include:
- Multi-value fields (Departments, Company Roles, Ethnicities, Default Job Items)
- Award and Employee Type fields
- Leave balance columns
- Compliance status columns
- Employee Number and PIN
- Select-type custom properties
Read-only cells display their current value without an input field.
Sensitive fields — fields marked as sensitive (e.g. Date of Birth, Tax File Number) require edit permission for sensitive properties. If you do not have this permission, the cell appears read-only in edit mode.

Cancelling Edits

Click 'Clear All' to discard all pending changes and exit edit mode. No changes are saved.

What Happens When You Save

All edited values are saved to each employee's profile in one batch.
If every update succeeds, you will see a success message and the report refreshes with the updated data.
If some updates fail (e.g. a validation error on one employee), a Save results dialog appears showing which employees were updated and which failed, along with the reason. Successfully updated profiles are saved; failed ones remain in the grid so you can correct them.

Restrictions While in Edit Mode

Report configuration (fields, filters, grouping) is locked while editing. Exit edit mode first to change the report layout.
The Export button is disabled during edit mode.
The Edit button is disabled when grouping is active — remove all groupings to enable editing.
If you try to change the report configuration while you have unsaved edits, a dialog asks whether to Discard changes or Keep editing.

Naming and Saving Reports

New reports are given a suggested name (e.g. "HR Report", "HR Report 2").

To rename the report inside the builder, click the edit icon next to the report name in the context bar. Type the new name and press Enter or click away to confirm.
The Save button in the top-right enables once you have made changes to the report configuration (fields, filters, grouping, sort order, or name).
Click Save to persist your changes. New draft reports are saved for the first time; existing reports are updated in place.
Report names must be unique within your company.

Unsaved Changes

If you try to navigate away from a report that has unsaved changes — whether configuration changes or inline edits — a dialogue will ask whether to Stay or Discard changes. Choose Stay to return to the report and save, or Discard changes to leave without saving.

Shift Pattern Field

The Shift Pattern field shows which shift pattern each employee is assigned to (e.g. "Day Shift", "Night Shift").

Available under the field selector when adding fields to your report.
Can be used as a filter (text search) to narrow results to employees on a specific pattern.
Can be used as a grouping field to organise the report by shift pattern.
Columns are sortable — click the column header to reorder.

Scanner Card Number Field

The Scanner Card Number field displays each employee's biometric scanner card number.

Available under the field selector when adding fields to your report.
Can be used as a filter (text search) to find employees by card number.

Ethnicity Field

The Ethnicity field is available in the field selector under Basic Information.

Shows the human-readable ethnicity labels assigned to each employee.
Can be used as a filter (multi-select) to narrow results to specific ethnicities.
Can be used as a grouping field to organise the report by ethnicity.
The available ethnicity options reflect those active for your company.

Compliance Status Fields

If your company uses Compliance Templates (via the Compliance module), each template appears as a separate field under the Compliance category.

Each compliance field shows the employee's current status for that specific template.
Possible statuses:
- Valid — the employee's compliance is current and not expiring soon.
- Warning — the compliance is approaching its expiry date (within the warning threshold).
- Expired — the compliance has passed its expiry date.
- Draft — the compliance record exists but has not been fully completed (no expiry date set yet).
- None — the employee has no compliance record for this template.
Filtering — select one or more statuses to include only employees with those compliance states.
Grouping — group by a compliance template to see employees organised by their status for that template.

Filtering by Department

The Department filter uses a hierarchical tree that mirrors your department structure. Unlike other multi-select filters, it lets you browse and select departments at any level — including sub-departments.

Click Add Filter → Department.
Expand parent departments to reveal sub-departments.
Tick the departments you want to include in the report.
Click Apply to apply the filter.
To edit an existing Department filter, click its chip — the tree reopens with your previous selections already ticked.

Range Filters (Dates and Numbers)

Some fields support range filters — letting you find employees whose values fall within a specific window.

Date range filters

Start date (on or after) — only include employees whose date is on or after this value.
End date (on or before) — only include employees whose date is on or before this value.
You can set one or both bounds.

Number range filters

At least (lower bound) — only include employees whose value is greater than or equal to this number.
At most (upper bound) — only include employees whose value is less than or equal to this number.
You can set one or both bounds.

Leave Balance Fields

Each leave type in your company is available as a separate field in the field selector. This means you can pick exactly which leave types matter to your report — for example, add Annual Leave and Sick Leave without cluttering the table with every other type.

Each leave-type column shows the employee's current balance for that specific type.
If an employee has no balance for a leave type, the cell shows a dash (–).
Leave balance columns are not sortable — they do not display the sort arrow and cannot be clicked to reorder the table.

Reordering Fields

Drag field chips in the configuration panel to reorder columns in the report table.

Searching

Use the search bar at the top to filter results by employee name.

Exporting

Click the Export button and choose a format:

CSV (.csv)
Excel (.xlsx)
PDF (.pdf)

The exported file uses the report name as its filename (e.g. "Headcount Report.csv"). The export button is disabled if no fields are selected.

Clearing

Click Clear All to reset all fields, filters, and groupings back to the default columns (Employee No, First Name, Last Name, Email).

Good to Know

Reports are saved on the server — they persist across devices and browsers, so any admin with access will see the same set of saved reports.
Duplicate a report to create a variation without losing the original configuration.
The Save button only enables when you have actually changed something — no risk of accidental overwrites.
If a saved report has been deleted by another user, you will see a "Report not found" message with a link back to the landing page.
Use Edit mode to quickly update common profile fields (names, emails, job titles, custom properties) across multiple employees — much faster than opening each profile individually.
Edits are batched and sent in one save — if an individual update fails, the rest still go through and a summary tells you exactly what needs attention.