Leave Reports

Reports

User Report

The User Report lets you view the complete leave details of your employees in a leave chart against days and leave types configured for your organization.

You can also view the leave report of previous years for a user, using the User Report

  • From your home page, go to Leave > User Report

You will be able to see the report of the corresponding year.

  • Click on the employee search tab to select the desired employee
  • Use the left arrow to navigate to the previous years

The User import comes with assorted options to download the leave chart in required formats.

You can also download the leave chart of an employee with the 'Download PNG image' option available

Follow the steps given below to do this.

  • From your home page, go to Leave > Reports > User Report
  • Select the employee using the search tab
  • Use the left arrow and right arrow to go to the desired year
  • Click on the icon inside the report and select Download PNG image

User Availability Report

The User Availability Report shows the members of a particular team, who are available during a particular period of time.

Follow the steps given below to view this report.

  • From your home page, go to Leave > Reports > User Availability Report
  • Click on the Filter, and under Date, give the date range for which you would like to view the report

  • Under 'Department' drop-down, select the desired Department and hit Search

You would be able to see the leave details of the members of the selected department for the chosen period.

The main utility of this report is to view the availability of a team or departments' members and plan work accordingly. You can enable users to see leave data of his/her own department members with permissions configured for it.

In general, users will be able to see only their leave data. However, in cases where it is essential for users to see leave data of other members of their own department, permissions can be configured in the User Availability Report page.

Follow the steps given below.

  • From your home page, go to Leave > Reports > User Availability Report
  • Click on the ellipsis icon and select 'Permissions'

You will be taken to the General Settings page, where you can define the permission under 'Permissions'. This can also be done from the 'Settings' page. Follow the steps given below.

  • From your home page, go to Leave > Settings > General Settings > Permissions

You will be able to see that there is a field called User Availability Report Access. This field means that you will be able to control the access to the User Availability report (Leave > Reports > User Availability). There is a drop down wherein you can select who will be able to see this report. For this particular case, you can select the option as explained in the steps below.

  • Select Department Data to Department Member
  • Click Submit

By choosing this option, you can enable users to see the leave details of all the members of their own department.

NoteAs a pre-requisite to use this option, you need to ensure that users are mapped to their department accurately in the Employee form.

Daily Report

The Daily Report lists the leave details of the organization for a specific date. You can view the present and absent status of employees with the leave type and approval status listed.

Follow the steps given below to do view this report.

  • From your home page, go to Leave > Reports > Daily Report
  • Click the Filter to select a date

  • Select the leave type, work location, department, status of the user from respective drop downs and hit Search

You will be able to see the leave details with the chosen criteria.

This report features two types of views- the graphical and the list view.

To make use of the views, click on the toggle button near the filter icon

Options like print, export, and download can be used by clicking on the ellipsis icon

To do this,

  • From your home page, go to Leave > Reports > Daily report
  • Use the filter at the corner of the page, to refine your search based on leave type, Department etc and hit Search
  • Click the icon(ellipsis mark) to Export, Print or download this report

Leave Taken Report

This report is classified based on leave types. You can view the leave details of your employees listed according to the leave types created for your organization.

For instance, if you would like to know the number of days of unpaid leave taken by an employee in a year,

Follow the steps given below to get this report.

  • From your home page, go to Leave > Reports > Leave Taken Report
  • Click on Filter and click 'Advanced'
  • Select the From and To date

  • Under 'Type', select 'Unpaid' and hit 'Search'

You will be able to see the report as required.

Similarly, to view the leave taken by a particular employee for a particular period of time,

  • From your home page, go to Leave > Reports > Leave Taken Report 

  • Click the Filter button
  • Search for the employee in the Employee search tab
  • Give the date range and hit Search

You can get the details of the number of days of leave taken by a particular employee or for a particular period of time.

Organisations face role swaps very often and for such cases, the newly appointed manager or any administrative head can view the complete historic leave data of the organization

Follow the steps given below to view this.

  • From your home page, go to Leave > Reports > Leave Taken Report
  • Click on the filter and under Date, select the year for which you would like to see leave data

  • Under the drop downs, select All and hit Search 

You will be able to see the leave details of the organization for the year chosen.

Leave Taken Report comes with options to export, print and download the report as PDF.

For example, a report showing the details of unpaid leave availed by the members of a department for the past two months can be imported following the steps given below.

  • From your home page, go to Leave > Reports > Leave Taken Report
  • Click the Filter and enter the date range
  • Click 'Advanced' and select 'Unpaid' under 'Type' drop down

  • Under 'Department' drop-down, select the required department and hit Search

You will be able to see the report as required.

  • Click the ellipsis icon and select 'Export'
  • Similarly, by clicking on the ellipsis icon, you can print and download the report as pdf as well

Note: Export should be done only in .xls/.csv formats.

Leave Balance Report

The Leave Balance Report lists the remnant leave balance details of your organization.

To view the complete leave balance details of the members of your organization,

  • From your home page, go to Leave > Reports > Leave Balance Report
  • Use the filter and select the To date

  • Under Employee and departments, select All and hit Search.

You will get the complete leave balance details of your organization.

Leave Balance Report also comes with assorted option to export, print and download the leave balance report.

Consider this case. To export the leave balance details of employee profiles(non-users) for a particular year, follow the steps below.

  • From your home page, go to Leave > Reports > Leave Balance Report
  • Click on the filter and select the year
  • Click Advanced and under User/Employee Profile drop-down, select Employee Profiles

  • Hit Search

You will be able to see the report as required.

  • Click on the ellipsis icon and select Export

Note: Export can be done only in .xls/.csv formats.

Loss Of Pay (LOP) Report

The LOP report calculates and lists loss of pay for employees according to your organization's pay period settings

Pay Period Settings helps calculate your employee's loss of pay. By creating a Pay Period, you will be able to view the details of leave of employees for which you need to have loss of pay done.

Follow the steps given below to do this.

  • From your home page, go to Settings > Organization > Pay Period Settings
  • Give a name for the Pay Period
  • Select the cycle
  • Give an end day for the pay period

The start day will get populated automatically.

NoteThe pay period will be dependant on the values you select here. For eg, if you would like to process the LOP report for the month of Feb, with your pay period ending on 25th of Feb, then you have to select 25 in the End day. This means that the report generated will be from the 26th of the previous month until the 25th of the current month.

  • Select the processing day - the report will be processed on this day of the month/week for the chosen pay period. For eg - If you want the report to be processed on 26th of every month, then the processing day should be selected as 26. Similarly, you can set a weekly period too
  • Check the 'lock' box if needed

NoteEdits cannot be made to the leave data of the pay period after the processing day set here if you enable 'Lock'.

However, in case of any adjustments, the admin will be able to edit data until the end of the consecutive pay period. I.e - edits for Feb month can be made until the 26th of March (Considering the processing day as 26th of every month)

  • Under Applicable Location, select the location for which the pay period is applicable

  • Click Save

NoteThe LOP report is applicable only when leave is applied under a leave type which is 'Unpaid' and for leave that falls under the 'Absent' category. I.e - when a leave is applied under a leave type which falls under 'Unpaid' category, then the report will be generated on the processing day for the period chosen (under pay period) capturing the total number of days of LOP in the period.

Similarly, when an employee has leave under 'Absent' category, then it will be considered as LOP and it will be captured for that period on the processing day for the period chosen in the pay period settings.

Once this setting is done, you will be able to see the LOP report as shown in the image below in which you see the following details.

  • Employee
  • Previous pay period balance - this is the balance leave count from previous pay period for which loss of pay should be done
  • Availed - this shows the leave count that falls under 'Unpaid' and 'Absent' leave types
  • Total - this is the sum of the previous pay period's balance and the count of the current pay period
  • Adjustment - This is for any manual adjustments that the admin wants to make. For eg., if the total LOP count is 22 days and you would like to cut pay only for 10 days in that pay period, then under adjustment, you can enter 11. Therefore, the balance 10 days will show under 'Loss of Pay for the period' and 11 will show under 'Carry Over'
  • Loss of Pay - this is the number of days in that period for which payment will be cut
  • Carry Over - this is the count that will be carried forward to the next pay period

Payroll Report

The Payroll Report shows your total working days, payable days and loss of pay if any. The payroll report gives a count of the number of days to be paid to an employee. The different columns of this report are explained below

  • Total days - this is the total number of days in the pay period that is chosen
  • Weekend - this is the total number of weekends in the pay period chosen (The weekend is calculated as per the settings defined for locations/shifts)
  • Holiday - this is the total number of holidays in the pay period chosen. This is based on the holiday calendar based on locations and shifts if any.
  • Loss of pay - the loss of pay count is derived from the LOP report
  • Payable days - this is the total number of days for which the employee should be paid. This includes/excludes the weekends and holidays as per what you have defined under Attendance > Settings > General Settings > Pay Days/Hours Calculation

If weekends/leave/holidays is disabled here, then the same will be excluded from payable days too.

Note:In case you have disabled the Attendance tab, you can define these settings under Leave > Settings > General Settings > Payroll Report Settings

The payroll data gives you the details of the total number of days, no of weekends/holidays etc in the pay period selected. However, you can also view the leave data in this report, although this data will not be utilized for payroll calculation. i.e - if you do not want to pay the employee for any leave, then ideally, leave should be applied under 'unpaid' leave type and this data will reflect under LOP days.

To see leave data

  • Click on the filter
  • Under 'Report type', select 'Detailed' and hit 'Search'

You will be able to see the leave data also populated.

Importing and Exporting Reports

Zoho People's lets you print, export and import your various leave reports. Navigate to any leave report by clicking on Leave > Reports > Ellipsis icon to use these print, import and export options and more. 

For example, if you would like to export the User Availability Report,

  • Click on the ellipsis icon and select 'Export'

Other than the option to export, you can also print the report and download the report in formats like PDF and ICS.

Importing and Exporting - Password Protection

Certain files contain sensitive information that needs to stay private when they get exported. Such leave files can be encrypted with a password. The file will be accessible only with the password sent to your mail ID. Let us take the example of a User Availability Report. Follow the steps given below to do this.

 

  • From your Home page, go to Leave > Settings > General Settings
  • Under Export Settings, click on 'Enable Password Protection'
  • Click 'Submit'

Now go to the leave file that you would like to export. In this case, to export the User Availability Report,

  • Go to Leave > Reports > User Availability Report
  • Click on the ellipsis icon > Export

  • Select the desired file format. You can choose from formats- xls, xlsx, csv and tsv.
  • Click 'Export'

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