Why use report templates?
A report template allows you to save a report with a predefined structure — including selected fields, grouping, and filters — and reuse it for different periods. Data can be exported, including in PDF format, and templates can be used to standardize internal company reports, for example for management, accounting, or object managers.
General Information
To create a new report template, go to Manage → Reports → Report Templates → Add. Enter a name for the report. We recommend using a clear and descriptive name, such as “Working Time by Object,” “Absence Report,” or “Employee Workload by Month.”
Data Structure
Grouping Fields
Determine how the data is grouped — for example, by employee, object, employee group, or a combination of month and employee. Each group is displayed as a separate table.
Rows
Determine which data is displayed in the table rows, such as employee, object, client, work type, employee group, employment contract, or job title. If you use working time entries, pay rates, or any additional tables configured for your company as rows, you can also select their custom fields.
Columns
Determine which values are displayed in the table columns, such as date, month, absence type, data type name, compensation type, pay type, or any other required field.
Data Types
Specify which types of data the report should include. Select only the data types you actually need in the report — this makes the report faster, clearer, and easier to read.
Employee Data Types
For example: personal identification code, standard hours, job title, workload, external code, email, phone number, date of birth, employment start and end dates, salary, and pay type. The employee’s name is displayed automatically when Employee is selected as a row. Employment contract data types and job title data types are also available as separate selectable groups.
Object Data Types
Includes object-related data, such as the object’s external code and any custom fields configured for objects in your company. The object name is displayed automatically when Object is selected as a row.
Employment Contract Data Types
Includes data related to an employee’s employment contract: start date, end date, contract type, workload, pay type, salary, and external code.
Job Title Data Types
Includes codes related to the job title: external code and ISCO code.
Display and Calculation Options
Show Totals in Each Table Header
Displays summary data at the top of each group, such as an employee’s total working hours. This is particularly useful for working time reports and object summary reports.
Show with Totals
Adds an additional summary entry to the selected rows or columns, displaying the total for the entire selected period.
Include Unapproved Entries
When this option is enabled, unapproved working time and absence entries are also included in the report. Use this, for example, when creating reports for review or when you need an overview before the approval process. For reports prepared for accounting purposes, we generally recommend leaving this option disabled.
Show Period in Each Table Header
Displays the selected period in the header of each group, for example, 01.01–31.01.2026. This is particularly useful for reports exported to PDF.
PDF and Language
PDF Page Orientation
Portrait — vertical page orientation, or Landscape — horizontal page orientation. If the report contains many columns, we recommend using landscape orientation.
Language
Determines the language of the report. Available languages are Estonian, English, Russian, Finnish, Latvian, Lithuanian, and Polish. This is useful when reports are sent to international partners or when multiple working languages are used within the company.
Using a Report
Go to Manage → Reports → Reports.
Select the report template you created.
Select the desired period and, if necessary, apply more specific filters (e.g. employees, objects, or work types).
Run the report.
If needed, export the report in PDF, Excel, or CSV format.
Additional Features
You can copy an existing report template to quickly create a new, similar template.
Every report that is run and downloaded is saved in the report log, where you can later see who created the report and when.
Access to managing and running reports can be restricted using user permissions. Separate restricted permissions can also be configured for individual templates.
Best Practices
Keep report templates simple and clear.
Use logical grouping.
Create separate report templates for management, HR, and accounting needs.
Avoid adding too many columns to a single report.
If you need help setting up a suitable report, for example with choosing the right grouping or data types, please contact our customer support team. We’ll be happy to help you find a solution that suits your needs.