Reports
Put together evaluations of people, times and shifts with the AI chat or by hand, save them as templates and export them as CSV or Excel.
Reports in the navigation under "System" answers questions like "How many hours did each person work last month?" -- without you filtering tables by hand. You describe the question in the chat and the AI puts the report together; alternatively you build it yourself in the builder. Every report can be viewed, refined, saved as a template and exported as a file.
Requirements
The Reports feature must be enabled for your organization; otherwise the menu item is missing. You also need one of the rights Profiles, approvals, tags, pay, Time entries, corrections, time rules or Plan across every unit and event. Anyone who only has Plan within assigned units (partial planner) does not see the reports.
Who May Evaluate Which Data
The data is divided into areas. Which ones you may evaluate depends on your rights:
| Area | Required right |
|---|---|
| Person | Profiles, approvals, tags, pay |
| Time | Time entries, corrections, time rules |
| Shift | Plan across every unit and event |
| Event, Unit, Task, Tag | any of the three rights |
A report only shows data from the areas you are entitled to. Saved reports are available to every HR user with access to the respective area.
The Page
On the left is the list Reports, on the right the workspace. On small screens you switch between the two with the arrow (All reports).
The list shows your previous reports, grouped by Today, Yesterday, Last 7 days and Last 30 days, with the Templates above. Each row carries the origin (AI chip or Manual report), the row count ("n rows") and, while the AI is working, "AI is working". Search reports filters the list, New report starts a new one. The list applies to the whole organization: you also see reports of other HR users as far as your rights cover their areas; each row names who created the report.
The open report is in the address bar (?run=…) -- you can share the link or reload the page without losing the report.
Creating a Report
Choose the kind
At the top of the workspace you choose between Chat (with an AI chip) and Manual under How should the report be created?. The choice applies to the new report; an existing one keeps its kind.
In the chat: ask a question
The chat greets you with "Ask for a report" and examples such as "Hours worked per person last month", "Unfilled shifts at upcoming events" or "New crew members in the last 30 days". In the field "What should the report show?" write in one sentence what you want to know (Enter sends, Shift+Enter adds a line). The AI usually answers within a few seconds with "Understood as: …" and the finished report.
If something is unclear, it asks a follow-up question with options; questions you already answered stay visible as a record. With Ask a follow-up … you refine the finished report ("only the last quarter", "also the phone number").
Or manually: the builder
In manual mode you put the report together in a builder:
- One row per -- the area (Person, Time, Shift, Event, …).
- Columns -- which details the report shows; frequently used ones are at the top.
- Date range -- from/to, based on the date of the area (for times, the time tracking date).
- Conditions -- filters, also across related data ("has shifts", "has no times") and with "and/or" groups.
- Group by and Metrics -- for example the number of entries or the sum of hours per person. With Only groups with you restrict to groups that meet a condition ("count ≥ 2").
- Sort by -- up to three sort levels.
- Additional tables -- show the related records of the rows found, e.g. the shifts and times of the listed people. In the Excel export each table becomes its own sheet.
Changing the area resets the report.
The Report
Next to the chat (on small screens in the Report tab) is the report itself:
- a plain-language summary: what is shown, grouped by what, date range, conditions, sorting and additional tables;
- a preview of the data, page by page (25 rows per page). Without matches it reads "No records for this selection."; if columns are still missing, "No preview yet".
In chat mode, Hide report / Show report hide the report so the chat can use the full width. You change AI reports through the chat and manual reports directly in the builder; if you changed something, Not saved appears, and Save to history keeps the change.
Exporting
Above the preview you export the report as CSV or Excel. The CSV file contains only the main table; with additional tables, Excel (n sheets) creates one sheet per table. At most 50,000 rows per table can be exported -- narrow down larger reports first. The generated files stay attached to the report ("Files:") and can be downloaded again there at any time.
Saving as a Template
Save as template assigns a Name and an optional Description ("Report saved."). Templates appear at the top of the list and are available to every HR user with access to the area; Remove template takes them out again.
Report History
Every report keeps a history: who asked the question, whether the report was created with the AI or edited manually, refined via follow-up, exported or saved as a template -- each with person and time. With Delete in the list you remove an entry together with its files for all HR users (with a confirmation).