Reports & Analytics

Generate insights from your data with comprehensive reporting and analytics tools.

Overview

The Reports menu holds three screens:

Reports - build your own reports from your Mployr data, or start from a ready-made template, then run, export and schedule them

Team Productivity - worked, tracked and billable time for the people you're responsible for

Time Tracking - everyone's tracked time in one list, with totals per person

Across them you get:

Ready-made report templates
Custom report builder
Scheduled report delivery by email
Export to Excel, CSV or PDF

Reports follow your module switches. If the Reports module is switched off under Admin > Modules, the whole Reports menu goes with it. Within Reports, a data source - and the templates and saved reports built on it - only appears while the module it reads from is switched on, so a business without Payroll never sees payroll reports.

The Reports Page

Overview

Go to Reports > Reports to see:

Your own reports, and any a colleague has shared, with each one's category, data source, type, number of runs, when it last ran and when it was created

A Search reports and templates... box and All Sections and All Sources filters. They narrow the whole page - your reports, the accounting reports and the template gallery - and All Sections takes more than one section at a time

The Accounting Reports section, where your business has Accounting

The Report Templates gallery underneath, for starting a new report

Click a report to open it ready to run. The list holds up to 20 reports (the first 20 by name) - if you have more, search for the one you want.

Quick Actions

New Report - build a report from scratch

Run - open the report and run it

Schedule - email it on a schedule, without opening it first (see Scheduled Reports below)

Edit - change its columns, filters or sorting. A report keeps the data source and report type it was first saved with, so build a new report to change those

Duplicate - make your own copy to change

Save as Template - add it to the template gallery

Delete - remove it (tick several reports to delete them together)

By default your business's owners, admins and managers can open Reports - employees can't. Anyone who can open Reports can run its reports. Creating, editing, duplicating, deleting, exporting and scheduling reports each depend on your permissions.

A report reads every matching record in the business for its data source, not just the people or records the person running it can see elsewhere in Mployr - only pay figures are held back (see Filters below). Give Reports only to people who should see that.

Running a Report

Click the report, or choose Run from its menu

Click Run Report

Results show 50 rows at a time - click Load more for the next lot

Click Refresh to run it again with the latest data

A single run brings back at most 10,000 rows, so use filters to narrow a very large report.

Report Templates

The Report Templates gallery on the Reports page holds ready-made blueprints, grouped by category. Pick one to open the builder already set up - including the template's name, which you can change - adjust anything you need, then click Save Report. The search box and All Sections and All Sources filters at the top of the page narrow the gallery too. Templates only appear for modules your business has switched on, and templates you've saved, or colleagues have shared, appear first, under Your Saved Templates.

When you start from one of Your Saved Templates, only the name you give is kept - the new report copies the template's set-up exactly, so make any other changes afterwards with Edit. A saved template can't be renamed or removed from the gallery, so check its set-up before you save it.

Human Resources

Employee Directory - all active employees with contact details and position

New Hires (Last 90 Days)

Terminations (Year to Date)

Birthdays This Month

Headcount by Position - how many employees fill each position

Open Job Listings - active recruitment listings with application counts

Applications by Status - job applications grouped by pipeline status

Training Enrolments - course enrolments with progress and completion

Payroll

These summarise the runs processed in the Payroll module, and the leave recorded in Time & Attendance.

Pay Run Summary - total earnings, tax, super and net pay per period

Payslips - Current Period - every payslip, the most recent pay period first (add a filter to narrow it to one pay run)

Super Contributions YTD - per employee

Tax Withheld YTD - PAYG withheld per employee

Pending Leave Requests - leave awaiting approval

Leave Taken by Type (YTD)

Accounting

These are built from the Accounting module's records. What customers owe you and what you owe suppliers are the Aged Receivables and Aged Payables reports in the Accounting Reports section of the same page - they age every balance as at a date you choose and leave out drafts and voided documents.

Invoices Paid (YTD) - invoices dated this financial year that are now fully paid

Revenue by Customer

Bills Due Next 30 Days

Spend by Supplier

Recent Bank Transactions - the last 30 days

Pending Expense Claims - claims submitted and waiting for approval

Chart of Accounts

Apart from Invoices Paid (YTD), these templates don't filter on status, so draft and cancelled invoices and bills (and written-off invoices) are included - add a Status filter to leave them out.

Accounting reporting is done here: use these templates, or build your own report on the Chart of Accounts, Invoices, Bills, Bank Transactions or Expenses data source. The templates list records rather than ledger balances. The financial statements - profit and loss, cash flows, the balance sheet, trial balance and general ledger, aged balances, GST and the ATO's annual reports - are in the Accounting Reports section of the same page, built from the posted ledger. The Accounting dashboard shows headline profit and loss, cash flow and aged balances for a chosen period - see the Accounting guide.

Operations

These draw on projects and tasks, timesheets from Time & Attendance, and support tickets.

Active Projects - in-progress projects with budget against actuals

Projects Over Budget

Overdue Tasks

Open Tasks by Assignee

Pending Timesheets - submitted timesheets awaiting approval

Overtime Hours by Employee - the last 30 days

Open Support Tickets

Sales & CRM

Sales Pipeline - leads grouped by stage, with values

Leads Closing This Quarter

Won Deals (YTD)

CRM Company Directory

CRM Contacts

Open Orders

Compliance

Certificates Expiring Soon - Learning certificates expiring within 90 days

Expired Certificates - Learning certificates that have already expired

Certificate Coverage - how many people hold each certificate

Custom Reports

Report Builder

Creating a Custom Report

Go to Reports > Reports

Click New Report, or pick a template from the gallery

Under Report Details, enter a Report Name, an optional description and a Category

Choose the Data Source - the module to report on

Choose the Report Type - Table (List of records) or Summary (Grouped totals)

Choose fields under Select Columns

Add filters and sorting

Click Preview to see the first 10 rows, then Save Report

The saved report opens ready to run.

Selecting Data Source

Choose from:

People and Positions
Payroll, Leave and Timesheets
Learning and Certificates
Job Listings and Applications
Chart of Accounts, Invoices, Bills, Bank Transactions and Expenses
Projects and Tasks
CRM Companies, CRM Contacts, CRM Leads and CRM Orders
Support Tickets

Only sources whose module is switched on for your business are offered.

A table report can also bring in up to three Linked Data Sources - related modules joined to the main one, such as each person's leave or each company's orders. Click the join label under a linked source to switch between keeping every row of the main source (LEFT JOIN) and keeping only the rows that have a match (INNER JOIN).

Adding Fields

Under Select Columns, search for a field or browse the list - fields from related records, such as a person's position or a payslip's pay run, sit in their own collapsible groups

Tick each field you want, or use Select all

Drag the fields under Column Order into the order you want the columns

Filters

Click Add Filter, choose a field and a condition, then enter a value. The conditions on offer depend on the field:

Dates - Before, After, Between, or a relative window - Today, This Week, This Month, This Quarter, This Year, Last 7 Days, Last 30 Days or Last 90 Days - which resolves each time the report runs rather than freezing to the day you built it. Day/Month Falls This Month finds birthdays and work anniversaries whatever the year

Numbers and amounts - Equals, Greater Than, Less Than, Between and similar
Text - Equals, Not Equals, Contains, Does Not Contain, Starts With or Ends With
Yes/no fields - Is True or Is False
Most fields - Is Empty or Is Not Empty

The builder only offers fields the data source actually has, and rejects a filter on a field that isn't there, so a saved report can't quietly return nothing because a field was renamed.

Pay figures - payslip earnings, tax, super, net pay, allowances, deductions and year-to-date totals, and the pay attached to a position - are held back from anyone who isn't allowed to see pay across the business: those columns show blank on screen and are left out of exports. Two people running the same report can legitimately see different figures.

Grouping & Sorting

Organise your data:

Sorting - click Add Sort, choose a field and Ascending or Descending, and add more sorts to break ties. You can sort by a field on a related record (a person's position, a task's project)

Group By - on a Summary report, click Add Group and choose the fields to group by

Aggregations - on a Summary report, click Add Aggregation to total each group with Count, Count Distinct, Sum, Average, Min or Max

A Summary report you build yourself currently shows blank cells in Preview and on its results screen - its grouped totals come through when you export it. The ready-made summary templates show their figures as normal.

Saving Reports

Save Options

Save Report (or Save Changes when editing) - save it and open it ready to run

Duplicate - from a report's menu, make a private copy marked "(Copy)" and open it for editing

Save as Template - add the report's set-up to the gallery under Your Saved Templates. Share with everyone in this business is ticked by default so colleagues can start from it too

Tick Share with other users under Report Details and the report appears, marked Shared, on the Reports page for everyone in your business who can open Reports. Reports you don't share are listed only for you.

Team Productivity

Go to Reports > Team Productivity to see the figures from the Productivity card on My Profile, added up for the people you're responsible for - the people who report to you if you're a manager, or the whole business if you're an admin. Employees see their own figures on My Profile instead.

Choose the period - Day, Week, Month or Quarter - and step backwards or forwards with the arrows

The summary shows Worked, Tracked and Billable time against the target, with charts on the Hours, Target, Billable and vs Last tabs. Percentages are taken from the combined hours, not an average of each person's

The Employees table lists each person's Worked time, Due So Far, progress Against Target, Tracked and Billable time, Leave, and Worked vs Last period

Click a person, or choose people in All Employees, to narrow the summary to just them

Schedule emails the report on a schedule, and View Schedules opens Automations showing only its scheduled sends (see Scheduled Reports below)

Worked time includes the rostered hours of finished shifts that aren't on a timesheet yet, marked unconfirmed until they are recorded.

Time Tracking

Go to Reports > Time Tracking for the time tracked against tasks, projects and orders by everyone you can see - your team if you're a manager, or the whole business if you're an admin. Each person records their own time under Profile > Time Tracking.

Totals across the top: Total Time, Billable Time, Entries and People

Filter by search, All Employees, a date range, and All Entries, Billable or Non-Billable

By Employee shows each person's total time, billable time, billable percentage and number of entries - click a person to see only their entries

Entries lists each entry's date, employee, Company, project or order, task, description, duration and whether it is billable, grouped by day with that day's tracked and billable totals. The Company column names the client the time is for - taken from the entry's order, project, task or CRM activity - and links to the company. Turn on the hidden Source column to see which entries came from a calendar

Time tracked against a project, an order, a task on a project board, or a CRM activity with a company starts out billable. The person tracking it can untick Billable if it shouldn't be.

Acting on Entries

If you can edit tracked time, each entry's menu offers:

Mark billable or Mark non-billable

Confirm - for time brought in from a calendar that is still waiting to be confirmed

Delete - removes the time from the person's own list and every total

Tick several entries to do the same in bulk with the Billable, Confirm and Delete actions. Each entry is checked on its own: any you can't change are skipped, and the message says how many and why. Marking time billable or non-billable, and deleting entries, can be put back with Undo (or Ctrl+Z).

Exporting or Emailing Tracked Time

Filter the report to what you want to send, and set out the Entries table the way you want the file - show, hide and order its columns, and click a heading to sort

Click Export

Choose the Format - Excel (ready to filter and total), CSV (the entries alone, to import) or PDF (a printable copy, by day). For Excel or PDF, tick Include the totals by employee to add the By Employee table, laid out as it is on the report

Choose Download to save the file, or Email to send it - add up to 10 addresses under To, and an optional Subject and Message

Click Download or Send

The file holds every entry that matches the filters, with the columns you have showing, in your order and sort. Schedule sends the report regularly instead, and View Schedules opens Automations showing only its scheduled sends.

Scheduled Reports

Setting Up Schedules

Schedule is on Reports > Time Tracking, Reports > Team Productivity, every saved report (on the report and in its menu on the Reports list) and each accounting report.

Create Schedule

Open the report, or choose Schedule from its menu on the Reports list

Click Schedule

Configure:

Name

How often - Every day, Every weekday (Mon-Fri), Weekly (tick the days), Fortnightly, Monthly, Quarterly, Yearly or Custom (cron) - and the Time, in your own time zone, with the day or month the choice needs

File - Excel, CSV or PDF

Covers - the period each send holds, counted back from the day it sends: Last week (Mon-Sun), Last month, Last quarter, Last financial year (1 Jul - 30 Jun), This month to date and so on. A saved report is sent with its own saved filters instead

Who gets which copy - Everyone gets the same report, built with your access, or Each person gets their own, narrowed to that person's own rows (offered where the report has a person on each row)

Who it goes to - Everyone who works here (read at each send, so new starters are included), people you choose, and for a shared copy any email addresses you type. Each person's own copy goes to their own email address, and you can CC up to 10 addresses on every one

An optional Subject and Message

Send it even when there is nothing in it, if you want an email every time - otherwise a send that finds nothing is skipped

Click Schedule Report

A new schedule sends the report as it is on screen - its columns, their order, the sort and its filters - with the dates taken from Covers. The file is attached to the email.

Each schedule is also an automation - the Scheduled Time trigger with a Send Report action - so it's listed on the Automations page with its Run History: who it went to, and anything skipped and why. You can build the same thing from Automations directly - see the Automations guide.

Scheduling needs a role that allows it (Schedule report delivery), and a schedule keeps sending only while the person who set it up still has that permission. If the Reports module, or the module a report reads from, is switched off, its sends are skipped until it's switched back on.

A day that doesn't exist in a shorter month runs on that month's last day - a schedule set for the 31st still runs at the end of February.

Managing Schedules

Open the report and click Schedule. Its schedules are listed at the top, each with how often it sends, the period it covers, who it goes to, its next send and how the last one went. Beside each one:

The switch turns it off and on
The pencil edits it
The send button sends it now, after asking - a quick way to check what people will get
The bin deletes it, after asking

View Schedules beside the Schedule button opens Automations showing only that report's schedules.

Export Options

Export Formats

Run the report, then click Export and choose a format. The button is ready once the report has returned results.

Excel (.xlsx)

Full data export
Bold, frozen header row
Codes and IDs keep their leading zeros
Further analysis

CSV

Simple data format
Import into other systems
Large datasets

PDF

Print-ready A4 landscape format
Good for sharing
Shows the first 2,000 rows - export to CSV or Excel for anything longer

Exports are generated when you ask for them and download straight away.

Reports > Time Tracking has its own Export, which can download the file or email it - see Exporting or Emailing Tracked Time above.

Export Settings

An export contains the same results as running the report:

Columns

The report's own columns, in its column order - edit the report to change them

Filters

The report's saved filters are applied

Formatting

Dates are written year-month-day (for example 2026-10-11). Date-and-time fields also carry the time, in UTC rather than your local time
Amounts are rounded to two decimal places

Best Practices

Report Design

Start with clear objectives
Keep reports focused
Start from a template where one fits
Include relevant filters

Use Preview to check the first rows before saving

Performance

Limit data range when possible
Use filters to reduce data
Schedule large reports off-hours
Delete reports nobody runs any more

Control access appropriately
Use the description to say what a report is for
Train users on interpretation
Review shared reports regularly

Tips

Save a report you build often as a template
Use Team Productivity for an at-a-glance read of your team's hours
Schedule critical reports for automatic delivery
Export to Excel for additional analysis
Check data freshness before important decisions

In this guide

Reports & Analytics

Overview

The Reports Page

Overview

Quick Actions

Running a Report

Report Templates

Human Resources

Payroll

Accounting

Operations

Sales & CRM

Compliance

Custom Reports

Report Builder

Creating a Custom Report

Selecting Data Source

Adding Fields

Filters

Grouping & Sorting

Saving Reports

Save Options

Sharing a Report

Team Productivity

Time Tracking

Acting on Entries

Exporting or Emailing Tracked Time

Scheduled Reports

Setting Up Schedules

Create Schedule

Managing Schedules

Export Options

Export Formats

Excel (.xlsx)

CSV

PDF

Export Settings

Columns

Filters

Formatting

Best Practices

Report Design

Performance

Sharing

Tips

Related guides