Custom Reports (Beta)

From your

Applies to ,

Overview

Create a custom report to gain insights, fine tune your business, and schedule more efficiently. Use the integrated report builder to create as many custom reports as you need. Each custom report is then emailed to you.

You can drag and drop columns right in the app to arrange the data exactly how you want. Additionally, you can filter, sort, and rearrange the data in the Excel document that is emailed to you.

Beta

This feature is currently in Beta. Watch Product News for more information about a public release.

Considerations

  • The data available in the custom report is current as of the prior midnight in your account’s timezone. Any data from midnight until the current time will be reflected in the next day’s report.
  • Data availability spans the past 3 months and 3 months into the future.
  • Reports cover a 180 day duration period.

Custom reports page overview

Custom reports overview

Callout
Name
Description
a
Report Type
Choose a preloaded report type to start with. You can choose from a Shifts report and Time Entries report.
b
Fixed Date Range
Select from multiple preselected date ranges.
c
Custom Date Range
Open the custom date range modal to select the exact date range you’d like.
d
Column Heading
Each column heading can be dragged and dropped to arrange your report.
e
Export
Click Export to build your report and send to your email.
Callout Name Description
a Report Type Choose a preloaded report type to start with. You can choose from a Shifts report and Time Entries report.
b Fixed Date Range Select from multiple preselected date ranges.
c Custom Date Range Open the custom date range modal to select the exact date range you’d like.
d Column Heading Each column heading can be dragged and dropped to arrange your report.
e Export Click Export to build your report and send to your email.

Report types overview

There are two types of reports available: Shifts report and Time Entries report.

Shifts report

Use the Shifts report data to understand how managers and employees are interacting with their schedule. For example, you can:

  • See which OpenShifts aren’t being filled
  • Determine when shift edits are taking place
  • Investigate employee shift confirmation behavior
  • Identify no shows (blank time entry)

Check out a detailed list of fields.

Time Entries report

Use the Time Entries report to compare employees’ time entries to scheduled shifts as well as determine patterns of behavior that might contribute to attendance issues. You can also dig into more detailed clock in and clock out information not visible elsewhere in When I Work.

Check out a detailed list of fields.

Create a new report

  1. Hover over Workplace, then select Reports.

  2. Under the Custom Reports heading, click Create a New Report.
  3. Choose the type of report you’d like to create.
  4. Choose a date range for your report, or use the date range dialog to create a custom date range.Custom date range
  5. Drag and drop the columns to rearrange the report to your liking.
  6. Click Export. The report is sent to your email.
    The report is also available on the main Reports page after you’ve created the export.Custom report

Report details

Shifts report details

The following table includes details about each column in the Shifts report.

ColumnAccount ID
DescriptionAccount ID where the shift is scheduled.¹
ColumnAccount Name
DescriptionAccount name where the shift is scheduled.¹
ColumnSchedule ID
DescriptionInternal ID of the schedule.
ColumnSchedule Name
DescriptionName of the schedule.
ColumnID
DescriptionInternal ID of the shift.
ColumnOpenShift Status
DescriptionIndicates if the shift is an OpenShift or an assigned shift.
ColumnOpenShift Count
DescriptionIf there is an OpenShift, this field indicates the number of OpenShifts available.
ColumnAssignee User ID
DescriptionInternal ID of the assigned employee.
ColumnAssignee Last Name
DescriptionLast name of the assigned employee.
ColumnAssignee First Name
DescriptionFirst name of the assigned employee.
ColumnAssignee Employee ID
DescriptionEmployee ID of the assigned employee.
ColumnStart Time
DescriptionDate and time when the shift starts.
ColumnEnd Time
DescriptionDate and time when the shift ends.
ColumnUnpaid Break Length
DescriptionLength of the shift’s unpaid break.
ColumnLength
DescriptionScheduled length of the shift, not including the unpaid break.
ColumnPosition ID
DescriptionInternal ID of the shift’s position.
ColumnPosition Name
DescriptionName of the shift’s position.
ColumnJob Site ID
DescriptionInternal ID for the shift’s job site.
ColumnJob Site Name
DescriptionName of the shift’s job site.
ColumnShift Notes
DescriptionNotes added to the shift.
ColumnCreated At
DescriptionDate and time when the shift was created.
ColumnCreator User ID
DescriptionInternal ID of the user that created the shift.
ColumnCreator Last Name
DescriptionLast name of the user that created the shift.
ColumnCreator First Name
DescriptionFirst name of the user that created the shift.
ColumnPublished Status
DescriptionIndicates if the shift is published or unpublished.
ColumnPublished At
DescriptionDate and time when the shift was last published.
ColumnUpdated At
DescriptionDate and time when the shift was last edited.
ColumnLast Notified At
DescriptionDate and time when the assignee was last notified of the shift being published or updated.
ColumnAlerted Status
DescriptionIndicates if the assignee has been sent a shift reminder alert.²
ColumnAcknowledged Status
DescriptionIndicates if the assigned employee has acknowledged the shift.
ColumnAcknowledged At
DescriptionDate and time when the assigned employee acknowledged the shift.
ColumnAssignee Role
DescriptionRole of the assigned user.
ColumnAssignee Base Hourly Rate
DescriptionBase hourly rate of the assigned employee.
ColumnAssignee Position Rate
DescriptionHourly rate the employee earns when working the shift’s position.
ColumnHas Timeclock Entry
DescriptionIndicates if the assigned employee has clocked in or clocked out for this shift.
Column Description
Account ID Account ID where the shift is scheduled.¹
Account Name Account name where the shift is scheduled.¹
Schedule ID Internal ID of the schedule.
Schedule Name Name of the schedule.
ID Internal ID of the shift.
OpenShift Status Indicates if the shift is an OpenShift or an assigned shift.
OpenShift Count If there is an OpenShift, this field indicates the number of OpenShifts available.
Assignee User ID Internal ID of the assigned employee.
Assignee Last Name Last name of the assigned employee.
Assignee First Name First name of the assigned employee.
Assignee Employee ID Employee ID of the assigned employee.
Start Time Date and time when the shift starts.
End Time Date and time when the shift ends.
Unpaid Break Length Length of the shift’s unpaid break.
Length Scheduled length of the shift, not including the unpaid break.
Position ID Internal ID of the shift’s position.
Position Name Name of the shift’s position.
Job Site ID Internal ID for the shift’s job site.
Job Site Name Name of the shift’s job site.
Shift Notes Notes added to the shift.
Created At Date and time when the shift was created.
Creator User ID Internal ID of the user that created the shift.
Creator Last Name Last name of the user that created the shift.
Creator First Name First name of the user that created the shift.
Published Status Indicates if the shift is published or unpublished.
Published At Date and time when the shift was last published.
Updated At Date and time when the shift was last edited.
Last Notified At Date and time when the assignee was last notified of the shift being published or updated.
Alerted Status Indicates if the assignee has been sent a shift reminder alert.²
Acknowledged Status Indicates if the assigned employee has acknowledged the shift.
Acknowledged At Date and time when the assigned employee acknowledged the shift.
Assignee Role Role of the assigned user.
Assignee Base Hourly Rate Base hourly rate of the assigned employee.
Assignee Position Rate Hourly rate the employee earns when working the shift’s position.
Has Timeclock Entry Indicates if the assigned employee has clocked in or clocked out for this shift.

¹May be a parent account or child account.
²Alerts are controlled by each user’s alert preferences.

Time Entries report details

The following table includes details about each column in the Time Entries report.

ColumnAccount ID
DescriptionAccount ID that the time entry belongs to.
ColumnAccount Name
DescriptionAccount name that the time entry belongs to.
ColumnTime ID
DescriptionInternal ID of the time entry.
ColumnEmployee User ID
DescriptionInternal ID of the time entry owner.
ColumnEmployee Last Name
DescriptionLast name of the time entry owner.
ColumnEmployee First Name
DescriptionFirst name of the time entry owner.
ColumnEmployee ID
DescriptionEmployee ID of the time entry owner.
ColumnEmployee Role
DescriptionRole of the time entry owner.
ColumnClock-In
DescriptionDate and time when the time entry owner clocked in.
ColumnClock-Out
DescriptionDate and time when the time entry owner clocked out.
ColumnBreak Count
DescriptionNumber of breaks recorded in the time entry.
ColumnBreak Length
DescriptionCombined length of all breaks recorded in the time entry (hours).
ColumnLength
DescriptionWorked time, not including unpaid breaks (hours).
ColumnEmployee Base Hourly Rate
DescriptionBase hourly rate of the time entry owner.
ColumnHourly Rate
DescriptionHourly rate the time entry owner earned when working the reported position.
ColumnManager Note
DescriptionManager notes added to the time entry.
ColumnSchedule ID
DescriptionInternal ID of the schedule where the time entry
ColumnSchedule Name
DescriptionName of the schedule where the time entry occurred.
ColumnJob Site ID
DescriptionInternal ID of the job site where the time entry occurred.
ColumnJob Site Name
DescriptionName of the job site where the time entry occurred.
ColumnCreated At
DescriptionDate and time when the time entry was created.
ColumnCreator User ID
DescriptionInternal ID of the user that created the time entry.
ColumnCreator Last Name
DescriptionLast name of the user that created the time entry.
ColumnCreator First Name
DescriptionFirst name of the user that created the time entry.
ColumnIs Approved
DescriptionIndicates whether the time entry has been approved by a supervisor, manager, or account holder.
ColumnLast Modified By User ID
DescriptionInternal ID of the user that last modified the time entry.
ColumnLast Modified By Last Name
DescriptionLast name of the user that last modified the time entry.
ColumnLast Modified By First Name
DescriptionFirst name of the user that last modified the time entry.
ColumnShift ID
DescriptionInternal ID of the shift associated with the time entry.
ColumnShift Schedule ID
DescriptionInternal ID of the schedule where the shift took place.
ColumnShift Schedule Name
DescriptionName of the schedule where the shift took place.
ColumnShift Start Time
DescriptionDate and time when the shift starts.
ColumnShift End Time
DescriptionDate and time when the shift ends.
ColumnShift Break Time
DescriptionLength of the shift’s unpaid break (hours).
ColumnShift Length
DescriptionLength of the shift, not included unpaid break (hours).
ColumnShift Acknowledged
DescriptionIndicates whether the assigned employee has acknowledged the shift.
ColumnShift Created At
DescriptionDate and time when the shift was created.
ColumnShift Site ID
DescriptionInternal ID for the shift’s job site.
ColumnShift Site Name
DescriptionName of the shift’s job site.
ColumnShift Last Updated At
DescriptionDate and time when the shift was last edited.
ColumnClock In ID
DescriptionInternal ID for the time entry’s clock in.
ColumnClock In IP Address
DescriptionIP address recorded for the time entry’s clock in.
ColumnClock In Latitude
DescriptionLatitude recorded for the time entry’s clock in.
ColumnClock In Longitude
DescriptionLongitude recorded for the time entry’s clock in.
ColumnClock In Method
DescriptionMethod used to clock in:

  • iOS: When I Work mobile app on iOS
  • Android: When I Work mobile app on Android
  • Terminal: iOS terminal app, Android terminal app, or computer that is locked as a time clock terminal
  • Computer: When I Work web app
  • General: When I Work API
ColumnClock In Note
DescriptionNote added with the time entry’s clock in.
ColumnClock In Was Early
DescriptionIndicated whether the clock in has an early attendance notice.
ColumnClock In Was Late
DescriptionIndicates whether the clock in has a late attendance notice.
ColumnClock In Wrong Location
DescriptionIndicates whether the clock in has a wrong location attendance notice.
ColumnClock Out ID
DescriptionInternal ID for the time entry’s clock out.
ColumnClock Out IP Address
DescriptionIP Address recorded for the time entry’s clock out.
ColumnClock Out Latitude
DescriptionLatitude recorded for the time entry’s clock out.
ColumnClock Out Longitude
DescriptionLongitude recorded for the time entry’s clock out.
ColumnClock Out Method
DescriptionMethod used to clock out:

  • iOS: When I Work mobile app on iOS
  • Android: When I Work mobile app on Android
  • Terminal: iOS terminal app, Android terminal app, or computer that is locked as a time clock terminal
  • Computer: When I Work web app
  • General: When I Work API
ColumnClock Out Note
DescriptionNoted added to the time entry’s clock out.
ColumnClock Out Was Early
DescriptionIndicates whether the clock out has an early attendance notice.
ColumnClock Out Was Late
DescriptionIndicates whether the clock out has a late attendance notice.
ColumnClock Out Wrong Location
DescriptionIndicates whether the clock out has a late attendance notice.
Column Description
Account ID Account ID that the time entry belongs to.
Account Name Account name that the time entry belongs to.
Time ID Internal ID of the time entry.
Employee User ID Internal ID of the time entry owner.
Employee Last Name Last name of the time entry owner.
Employee First Name First name of the time entry owner.
Employee ID Employee ID of the time entry owner.
Employee Role Role of the time entry owner.
Clock-In Date and time when the time entry owner clocked in.
Clock-Out Date and time when the time entry owner clocked out.
Break Count Number of breaks recorded in the time entry.
Break Length Combined length of all breaks recorded in the time entry (hours).
Length Worked time, not including unpaid breaks (hours).
Employee Base Hourly Rate Base hourly rate of the time entry owner.
Hourly Rate Hourly rate the time entry owner earned when working the reported position.
Manager Note Manager notes added to the time entry.
Schedule ID Internal ID of the schedule where the time entry
Schedule Name Name of the schedule where the time entry occurred.
Job Site ID Internal ID of the job site where the time entry occurred.
Job Site Name Name of the job site where the time entry occurred.
Created At Date and time when the time entry was created.
Creator User ID Internal ID of the user that created the time entry.
Creator Last Name Last name of the user that created the time entry.
Creator First Name First name of the user that created the time entry.
Is Approved Indicates whether the time entry has been approved by a supervisor, manager, or account holder.
Last Modified By User ID Internal ID of the user that last modified the time entry.
Last Modified By Last Name Last name of the user that last modified the time entry.
Last Modified By First Name First name of the user that last modified the time entry.
Shift ID Internal ID of the shift associated with the time entry.
Shift Schedule ID Internal ID of the schedule where the shift took place.
Shift Schedule Name Name of the schedule where the shift took place.
Shift Start Time Date and time when the shift starts.
Shift End Time Date and time when the shift ends.
Shift Break Time Length of the shift’s unpaid break (hours).
Shift Length Length of the shift, not included unpaid break (hours).
Shift Acknowledged Indicates whether the assigned employee has acknowledged the shift.
Shift Created At Date and time when the shift was created.
Shift Site ID Internal ID for the shift’s job site.
Shift Site Name Name of the shift’s job site.
Shift Last Updated At Date and time when the shift was last edited.
Clock In ID Internal ID for the time entry’s clock in.
Clock In IP Address IP address recorded for the time entry’s clock in.
Clock In Latitude Latitude recorded for the time entry’s clock in.
Clock In Longitude Longitude recorded for the time entry’s clock in.
Clock In Method Method used to clock in:

  • iOS: When I Work mobile app on iOS
  • Android: When I Work mobile app on Android
  • Terminal: iOS terminal app, Android terminal app, or computer that is locked as a time clock terminal
  • Computer: When I Work web app
  • General: When I Work API
Clock In Note Note added with the time entry’s clock in.
Clock In Was Early Indicated whether the clock in has an early attendance notice.
Clock In Was Late Indicates whether the clock in has a late attendance notice.
Clock In Wrong Location Indicates whether the clock in has a wrong location attendance notice.
Clock Out ID Internal ID for the time entry’s clock out.
Clock Out IP Address IP Address recorded for the time entry’s clock out.
Clock Out Latitude Latitude recorded for the time entry’s clock out.
Clock Out Longitude Longitude recorded for the time entry’s clock out.
Clock Out Method Method used to clock out:

  • iOS: When I Work mobile app on iOS
  • Android: When I Work mobile app on Android
  • Terminal: iOS terminal app, Android terminal app, or computer that is locked as a time clock terminal
  • Computer: When I Work web app
  • General: When I Work API
Clock Out Note Noted added to the time entry’s clock out.
Clock Out Was Early Indicates whether the clock out has an early attendance notice.
Clock Out Was Late Indicates whether the clock out has a late attendance notice.
Clock Out Wrong Location Indicates whether the clock out has a late attendance notice.

 

Updated on November 11, 2020

Was this article helpful?

Related Articles

Still Need Help?

Open a ticket with our customer care team.

Submit a Ticket