Reports — User Guide
Module: HR Profile
Audience: HR managers, executives, administrators
Version: 1.0.0
Last updated: 2026-07-22
Overview
Reports gives HR a single place to analyze workforce trends: who left, who received salary changes, tenure distribution, monthly headcount movement, and education levels by department. Pick a report from the menu, set filters, and view charts or tables in the page.
Prerequisites
| Task | Permission |
|---|---|
| Open Reports | Reports → View (or administrator) |
There is no "view own" scope — Reports is company-wide.
Step-by-step: Open Reports
- Go to HR Profile → Reports.
- The page shows three areas: HR reports (tables), Charts based report (graphs), and filters on the right.
- Click a report name to load it below the menu.
Expected result: The selected report panel appears with default period This month (where applicable).
Step-by-step: Employee quitting report
- Under HR reports, click Report the employee quitting.
- Set Period (right panel): this month, last month, year ranges, or custom dates.
- Optionally narrow by Job position, Department, and Staff.
- Review the table: employee ID, name, position, department, join date, quit date.
Expected result: Only staff with an approved resignation in the selected period appear. Pending resignations are excluded.
Step-by-step: Employees with salary change
- Under HR reports, click List of employees with salary change.
- Set Period and optional position, department, staff filters.
- Review the table for staff whose salary changed in the range.
Expected result: Filtered list of salary adjustments recorded in HR Profile.
Step-by-step: Seniority fluctuations (chart)
- Under Charts based report, click HR fluctuations according to seniority.
- Choose a Period (this month, last 3/6/12 months, custom, etc.).
- View the chart: employee counts and ratios by tenure buckets (≤1 month through >12 months).
Expected result: Column + line chart showing how many staff fall in each seniority band for staff hired within the selected period.
Step-by-step: Workforce fluctuations by month (chart)
- Under Charts based report, click HR fluctuations according by month.
- The period picker is hidden for this report — it always shows the current calendar year.
- View three series per month: New staff, Staff working, Staff quit.
Expected result: Twelve-month column chart for the current year. (Note: changing the period filter does not affect this chart in the current product build.)
Step-by-step: Qualifications by department (chart)
- Under Charts based report, click Personnel qualifications department.
- Filter by Department (position and staff filters are hidden for this report).
- View a stacked bar or pie chart of education levels per department.
Expected result: Visual breakdown of literacy/qualification fields from HR records, grouped by department.
Filter reference
| Filter | Applies to |
|---|---|
| Period (month/year/custom) | Quitting report, salary change, seniority |
| Job position | Quitting, salary change, seniority |
| Department | Quitting, salary change, seniority, qualifications |
| Staff | Quitting, salary change, seniority |
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| Reports menu missing | No Reports View permission | Ask administrator |
| Quit report empty | No approved resignations in period | Check Resignation procedures approval status |
| Month chart wrong year | Chart fixed to current year | Use quitting report for historical exits |
| Seniority chart empty | Period excludes all new hires | Widen period or use all-time default |
| Qualifications chart empty | Staff literacy not filled in HR records | Complete education fields on HR records |
| No export button | Reports are view-only | Screenshot or request product export feature |
Related features
- Dashboard — summary widgets using similar seniority/headcount data
- Resignation procedures — source data for the quitting report
- HR records — staff education/literacy for qualifications chart
- Contracts — separate from salary-change history used here