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How to Use the HR Report Builder

The Report Builder lets you create custom employee reports by selecting exactly which fields to include, applying filters, and grouping results — then export to CSV, Excel, or PDF.

How to Build a Report

1. Navigate to Human Resources → Organization View → Report Builder.


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2. Open the Report Configuration panel (click the header to expand/collapse).

3. Add Fields — click Add Field and select from categories:

    • Basic Information (name, email, gender, ethnicity, etc.)
    • Employment Details (start date, contract type, 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.

 

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4. Add Filters — click Add Filter, choose a property, and set the filter value (text search, multi-select, date range, or number range).


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5. Add Grouping (optional) — click Add Group to group results by a field (e.g. department). Grouped reports show expandable rows with counts.

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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.

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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 hasn't 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.

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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.

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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.

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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.

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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.

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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 export button is disabled if no fields are selected.

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Clearing

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

Persistence

Your report configuration (selected fields, filters, and groups) is automatically saved in your browser, so it's still there next time you open the page.