Custom Reports

Learn how to create, customize, save, and share reports with the exact metrics and data you need to make informed decisions about your workforce, schedules, and performance.

Overview

The Custom Reports feature in Shifts allows managers and administrators to build tailored reports with specific metrics, filters, and visualizations. Unlike standard reports, custom reports give you complete control over what data to include, how to organize it, and who can access it.

Accessing the Report Builder

To create custom reports:

1. Navigate to Reporting & Analytics → Custom Reports in the main menu
2. Click the Create New Report button
3. The Report Builder interface will open, ready for you to configure your report

Building Custom Reports

Step 1: Select Report Type

First, choose the type of data you want to analyze:

• Shift Reports: Shift coverage, assignments, and scheduling metrics
• Attendance Reports: Clock-in/out data, punctuality metrics, and attendance patterns
• Employee Reports: Staff metrics, performance data, and skill utilization
• Financial Reports: Labor costs, budget tracking, and financial metrics
• Leave Reports: Time off requests, leave balances, and absence patterns

Step 2: Choose Data Fields

Select the specific data columns to include:

1. In the Available Fields panel, browse categories of data fields
2. Click the + icon next to fields you want to include
3. Arrange the order of selected fields using drag and drop
4. Remove fields by clicking the - icon

Common data fields include:

• Employee name, ID, or role
• Shift date, time, and location
• Status indicators (late, absent, on time)
• Duration metrics (shift length, worked hours)
• Financial data (labor cost, wages)

Step 3: Apply Filters

Narrow your data to focus on what matters:

1. Click the Add Filter button
2. Select the field to filter on
3. Choose the filter operator (equals, greater than, contains, etc.)
4. Enter the filter value
5. Add multiple filters as needed
6. Specify if filters should apply with AND or OR logic

Common filters include:

• Date range (last week, month, custom period)
• Location or department
• Shift status (published, open, filled)
• Employee role or type
• Performance thresholds

Step 4: Add Calculations

Enhance your report with calculated fields:

1. Click the Calculations tab
2. Select a calculation type:
   • Sum: Total of a numeric field
   • Average: Mean value of a field
   • Count: Number of records meeting criteria
   • Percent: Portion of records meeting criteria
   • Custom Formula: Create your own calculation
3. Name your calculation and specify the fields to use
4. Add the calculation to your report

Step 5: Set Grouping and Sorting

Organize your data effectively:

1. Under Data Organization, select how to group your data
2. Add up to three levels of grouping (e.g., by location, then by date)
3. For each grouping level, choose:
   • Whether to show subtotals
   • How to sort the groups (ascending or descending)
4. Set the overall sorting order for your report

Saving and Managing Reports

Saving Your Report

Once you’ve designed your report:

1. Click the Save button at the top of the Report Builder
2. Enter a descriptive name for your report
3. Add a brief description explaining the report’s purpose
4. Select a category for organization
5. Choose visibility settings:
   • Private: Only you can access
   • Shared: Available to specific roles or users
   • Public: Available to everyone with appropriate permissions
6. Click Save Report

Managing Saved Reports

Access and manage your previously created reports:

1. Go to Reporting & Analytics → Saved Reports
2. Find your report in the list or use the search function
3. Available actions include:
   • Run: Generate the report with current data
   • Edit: Modify the report settings
   • Clone: Create a copy for further customization
   • Delete: Remove the report
   • Schedule: Set up automated report generation

Running and Viewing Reports

Generating Reports

To run your custom report:

1. From the Saved Reports list, click on the report name or the Run button
2. Confirm or update any dynamic filters (like date ranges)
3. Click Generate Report
4. Wait while the system processes your data
5. The report results will display on screen

Visualizing Report Data

Enhance understanding with visual representations:

1. From the report results screen, click the Visualize tab
2. Choose from available visualization types:
   • Tables: Traditional row and column format
   • Bar/Column Charts: Compare categories
   • Line Charts: Show trends over time
   • Pie Charts: Display proportions
   • Heatmaps: Highlight patterns and intensity
3. Configure visualization options (labels, colors, scales)
4. Add multiple visualizations to create a dashboard view

Exporting and Sharing

Export Options

Get your data in the format you need:

1. From the report results page, click Export
2. Choose your preferred format:
   • CSV: For raw data analysis in spreadsheet applications
   • Excel: For formatted spreadsheets with multiple tabs
   • PDF: For formal presentations and printing
   • JSON: For technical integration with other systems
3. Select export options (include visualizations, metadata, etc.)
4. Click Export and choose where to save the file

Sharing Reports

Share insights with your team:

1. From the Saved Reports list, find your report
2. Click the Share button
3. Choose your sharing method:
   • User Selection: Pick specific users
   • Role Based: Share with all users of a specific role
   • Link Sharing: Generate a secure link to the report
4. Set permission level (view only or edit)
5. Add a message explaining the report (optional)
6. Click Share

Scheduling Automatic Reports

Set up recurring reports to save time:

1. From the Saved Reports list, click the Schedule button
2. Configure the schedule:
   • Frequency: Daily, weekly, monthly, or custom
   • Time: When to generate the report
   • Recipients: Who should receive the report
   • Format: How the report should be delivered (email, download, etc.)
3. Click Save Schedule

Best Practices

For effective custom reporting:

1. Start simple and add complexity gradually
2. Name reports clearly so their purpose is immediately apparent
3. Add descriptions to document what the report shows and why
4. Use consistent naming for similar reports
5. Review and update reports periodically to ensure relevance
6. Consider performance - very complex reports may take longer to run

Related Resources

• Exporting Reports
• Report Scheduling
• Data Visualization
• Standard Reports

This article should be updated when:

1. New report types or data fields are added
2. The report builder interface changes
3. New calculation options are introduced
4. Export formats or options are modified
5. Visualization capabilities are enhanced