What are reports?

Reports give you an overview of your organisation's data in Planday. You can view information directly in Planday or export it for other business processes.

Examples include:

Payroll data exports to prepare for a pay run
Shift statistics for specific employees
Absence reports

Most reports allow you to apply filters to focus on specific employees, departments, or periods so that you can get the data that you need.

Schedule reports

Schedule statistics and shifts overview

Go to Planday web > Reports > Schedule statistic reports to see total hours or shifts worked by employees during a selected period. Read more Schedule statistic reports.
Alternatively, in Planday web > Schedule > Tools > Shifts overview, get a summary of employees’ worked hours.
In the Employees view on the Schedule page, hover over an employee’s name and click the Shift overview icon to see all assigned shifts by department for a specific period.

Timesheets report

Compare scheduled hours with punched time, including approved or unapproved hours:

Go to Planday web > Reports > Timesheet report.

Shift type statistics

If you use Shift types to label shifts (e.g., sickness, trial shifts, punctuality), you can track their usage:

Go to Reports > Shift type statistics

Additional schedule export options

While working on the schedule, you have some additional reports close at hand.

You can download the current view of the Schedule page as a PDF or CSV file from Schedule > Tools > Export this view.
- Switch the schedule view to Groups or Positions view and select between Day, 2 Weeks, or a Month to download more periods.
- The PDF file is suitable to print a physical copy of your rota to display.
- The CSV file is handy to export a more detailed overview of shifts on the schedule.

Note: In the CSV file, you can see Punch Clock comments when shifts are approved, as well as any administrative notes (only visible to admins and schedule managers).

You can download a Working time rule report under Schedule > Tools > Working time rule report (Excel format) and this will allow you as a manager to export a record of working time rule infractions. Read about Working time rules in How to set up Working time rules.
With Contract rules, you can set how many hours an employee should work in a certain period. You can then see an overview or download a report if there are deviations from these contracted hours vs scheduled hours. From the main menu, go to Schedule > Contracted hours.
Read more in the article How to use Contracted hours for Schedule overview.
You can view and export an overview of the Punch Clock entries from the Schedule > Punch Clock page. Switch to Approved, overview per week or overview per day and press the printer icon on the left side, allowing you to export a PDF or Excel file.
Read more in the article How to approve Punch Clock entries.
To see who changed what and when on the schedule, go to Schedule > (switch to a specific department’s schedule if you have many) Tools > Schedule history. From here, you can see a summary of all changes made to the schedule, such as shift edits, approvals, and deletions.
Read more in the article How to see Schedule history and edits.

Employee reports

Employee data

Export personal information or changes over a period via Planday web > Employees > Tools > Export data.

Use existing employee data report templates: Employee details or Employee changes
Option to create a custom employee data report.

Documents and contracts

Document overview: Planday web > People > Employees > Tools > Document overview
The report includes the document’s expiry date if it’s specified for your chosen document type. Make sure to create and select the same document type when uploading files for employees.
Contracts: Planday web > People > Contracts, download signed or pending contracts or documents.

Payroll reports

Payroll data report

Payroll > Payroll data export: Download hours worked, hourly rates, salaries, and supplements as PDF, CSV, or Excel.
Option to export directly to payroll integration if enabled.

To ensure you have everything ready before the payroll run, use this checklist to prepare for a payrun.

Custom payroll report

The type of information available under Payroll export can be customised by going to Settings > Payroll > Prints. This is useful if you need your reports to be in a specific format.

Read more: How to customise your payroll exports.

Leave & overtime reports

Go to Schedule > Leave Requests > Export > Leave report to download a summary of leave requests.

You'll then be able to choose the date range you want to look at, the type of accounts, the status of the requests and the departments you want the report for.

If you want to see an overview of your Absence accounts, you can do this under Schedule > Leave accounts > Export. This report also shows your overtime accounts.

To download an overview of all recorded overtime, go to Schedule > Leave Requests > Export > Time off in lieu report.

Read more about leave and overtime reports here:

Generate reports in Planday