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HR reports and the custom report builder

Headcount, attrition, salary cost, leave liability and more than 20 payroll and statutory reports, most of them on screen, in Excel and as PDF. In Scale, HR builds its own reports without code and shares them; each person sees only what their access allows.
PLANSFrom Growth
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The problem it solves

  • The owner asks why this month's payroll is higher, and payroll spends a day finding the answer in two spreadsheets.
  • Attrition is worked out by hand at the year end, each time a little differently.
  • Nobody knows what the leave balances would cost if they were paid out.
  • Every new question means asking IT for a report, or exporting everything and building it in Excel.

How it works

  1. Open the Reporting menu of the area: Employees, Payroll, or Tax and Statutory. Pick a report.
  2. Choose the Entity, the departments (empty means all, sub-departments included) and the pay period or dates. The pay period offered first is the last one with an approved or paid payroll.
  3. Press Show. Summary figures come first, then one tab per list. A line can open the payslips, employees or salaries behind it.
  4. Press Excel or PDF to download the same lists. The report says when it was made and by whom.
  5. For a question no report answers (Scale), open Employees > Reporting > Custom Reports > New. Choose what it is about, the columns, a filter, the grouping and the order.
  6. Press Run for a list with totals, pivot or graph. Download it to Excel, add it to your dashboard, or share it with people or roles.

Everything it does

People reports (Growth, HR role)

  • Headcount: current employees in a grid, Entity and department by employment type, with a chart and a list
  • Headcount and Attrition: one or several Entities, grouped by Entity, department, designation or employment type; dates start as 1 January to today
  • Columns: Opening, Joiners, Resigned, Terminated / Contract End, Other Exits, Closing and Attrition % (leavers over the average of opening and closing)
  • Joiners and Leavers: the names, headcount at the start and end, and gross and cost added and removed per month and per year. With exit, the reason and where the full and final stands
  • Attendance Changed by HR: every correction with who, when, the reason, and the values before and after

Pay and cost reports (Growth, payroll role)

  • Salary Cost: by Entity, department, component, employee and month, from approved and paid payslips; cost is earnings, reimbursements and employer contributions
  • Payroll Comparison: against the period before, the same period last year or another period; Summary, Departments, Salary Components and Employees
  • Why the gross changed, split into joiners, leavers, increments, paid days, overtime, one-time payments, arrears and other
  • Increments: changes in the dates, more gross and cost per month and per year, and arrears paid so far. Also average and median percent, and List Who Got None
  • Payroll Year to Date, Net Pay Variance, Loss of Pay and Overtime, Salaries on Hold and Unpaid Payslips, Arrears Paid, CTC Analysis
  • Leave Liability: encashable balances on a date at the day rate of the leave policy, capped where the policy caps encashment at exit
  • Provisions (gratuity, bonus, leave), Payroll Cost against the Accounts, Increment Budget against Actual, Full and Final Status, Loans and Advances Outstanding
  • Bank Letter: the letter to each paying bank with the salary list, Letter (PDF) and Annexure (Excel), from the payroll run

Statutory statements (Growth, payroll role)

  • Statutory Cost Summary, with TDS deducted against the challans
  • PF Contribution Statement and PF Annual Statement
  • ESIC Contribution Statement and ESIC Half-Year Summary
  • Statutory Compliance Check: whether a pay period is ready to file for PF, ESIC, professional tax, LWF and TDS

Training, travel and expenses

  • Training Hours (Scale): per employee and category, hours required, done and short by; Only Short of Hours ticked to start with
  • Expense Analysis: every expense line with the limit, amount approved and what was over, as a grid of category by month. It comes with expense claims
  • Travel requests (Scale): a grid of department by month with the estimate, bookings and advance paid

Custom report builder (Scale)

  • About: employees, departments, attendance days, leave requests, leave balance movements, payslips, payslip lines, salaries, loans and expense claims. Also travel requests, appraisals, separations, goals, skill gaps, engagement results, transfers and promotions, and applications (those installed)
  • Columns with your own heading; under a number column a Total, Average, Lowest or Highest
  • Filter built by clicking; Group By and Then By, dates per day, week, month, quarter or year; Order By, Largest / Latest First
  • Run as a list, pivot or graph. Download Excel with the totals and a sheet by group. Add to My Dashboard as a bar chart or a tile
  • Sharing: Only me (the default), People and roles I choose, or Everyone who can open HR reports
  • Only the person who made a report changes it; others copy it and change the copy
  • A report always runs as the person who opens it: their record rules apply and fields kept for other roles are left out

Dashboards

  • My Work for every employee: approvals waiting, my leave, present days, my team, my activities
  • People for HR: headcount, joiners, leavers, on probation, approvals pending, on leave today, headcount by department, joiners by month
  • Ready-made dashboards for each area you have, such as Leave, Payroll, Exit, Training and Travel and Expenses
  • Every figure is counted as the viewer: an employee their own records, a manager their team, HR the Entity

Rules every report follows

  • One Entity at a time, except Headcount, Headcount and Attrition and Salary Cost
  • Only approved and paid payslips are counted
  • Confidential salaries you may not see are left out, and the report says how many
  • Payroll and statutory reports open only in the Entities where you hold a payroll role

Who uses it

HR officerReads headcount, attrition and joiners and leavers, and builds and shares custom reports.
Payroll officerExplains the change in payroll before approval, and runs the cost, liability and statutory reports.
Owner or managementGets the cost by department and month, and a shared custom report on their dashboard.
ManagerRuns reports shared with them and sees only their team's records in them.

Where you use it

  • Web: HRMS > Employees > Reporting (HRMS Reports, Custom Reports) and Payroll > Reporting. Also Tax and Statutory > Reporting, Training > Training Hours and Expenses > Expense Analysis
  • The SmartMy HRMS app: HR work > Reports, grouped as People, Pay, Cost and liabilities, Banks and statutory, with PDF and Excel. Custom reports run as a table (built and in testing, not in the app stores yet)
  • Not in the app: the Headcount grid, Attendance Changed by HR, Training Hours and Expense Analysis
  • Not as scheduled reports sent by email: you open a report when you need it

What you control

Settings

  • Who opens which report: HR roles for the people reports, payroll roles for the pay, cost and statutory reports, per Entity
  • Confidential Salaries role: sees salaries others do not
  • Custom report sharing: Only me to start with
  • Report Builder: Designer role, given to HR officers to start with

Questions

Can I see why this month's payroll is higher than last month's?

Yes. Payroll Comparison splits the change in gross into joiners, leavers, increments, paid days, overtime, one-time payments, arrears and other, per employee and in total.

Are reports in Starter?

No. The people, payroll and statutory reports come with Growth. Training hours, travel analysis and the custom report builder come with Scale.

Will a manager see salaries in a shared custom report?

Only if their access allows it. A custom report runs as the person who opens it. A manager sees their team's records, and salary fields are left out for anyone without that right.

Can I send a report to the owner every month by itself?

Not yet. Reports are opened when needed and downloaded to Excel or PDF. You can put a custom report on a dashboard instead.

Why does the total not match the payroll register?

Look for the line on confidential salaries left out, and check that the payroll is approved. Only approved and paid payslips are counted.

Related features

PAYROLLPayroll runs, approval and lockRun payroll per Entity and pay period straight from the attendance record, with joiners, leavers and mid-month revisions worked out. Approvers review it on one screen, salaries can be held and released, and a paid payroll is locked and reopened only with a reason.PAYROLLPayslips, bank files and accounting entriesOnce a payroll run is approved, each employee gets a password-protected PDF payslip by email. The bank gets a transfer file in its own format with a covering letter. The salary posts to each Entity's accounts.STATUTORY AND TAX, INDIAGratuity and provisions for bonus and leaveEach month the system works out the gratuity every employee has earned so far and books the part not yet provided in your accounts. One Provisions report shows what you owe your people on any date: gratuity, statutory bonus and leave at the encashment rate.STATUTORY AND TAX, INDIAPF, ESI, professional tax, LWF and minimum wageEvery payslip works out PF with VPF, pension and EDLI, ESI, professional tax and the labour welfare fund from your Entity's settings. The ECR file, the ESIC sheet, the register of wages and the muster roll come out of the same payroll run.RECRUITMENTRecruitment service levels, recruiter load and reportsSet how many days each hiring step may take, see what is on track, at risk or late, and record why. Each recruiter has My Day and a load you can rebalance, with monthly targets. A recruitment dashboard and 14 reports show the funnel, time to fill, sources, cost per hire and more.ROLES AND ACCESSWho sees what: employees, managers and HR officersEach employee sees only their own records and each manager sees everyone below them. HR staff get roles per Entity, limited to some departments or locations if you wish. A role can also hide parts of the record, such as bank details.

See your own month run in it.

Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.
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