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
| 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
Hover over , then select Reports.
- Under the Custom Reports heading, click Create a New Report.
- Choose the type of report you’d like to create.
- Choose a date range for your report, or use the date range dialog to create a custom date range.
- Drag and drop the columns to rearrange the report to your liking.
- 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.
Report details
Shifts report details
The following table includes details about each column in the Shifts report.
| Column | Account ID |
| Description | Account ID where the shift is scheduled.¹ |
| Column | Account Name |
| Description | Account name where the shift is scheduled.¹ |
| Column | Schedule ID |
| Description | Internal ID of the schedule. |
| Column | Schedule Name |
| Description | Name of the schedule. |
| Column | ID |
| Description | Internal ID of the shift. |
| Column | OpenShift Status |
| Description | Indicates if the shift is an OpenShift or an assigned shift. |
| Column | OpenShift Count |
| Description | If there is an OpenShift, this field indicates the number of OpenShifts available. |
| Column | Assignee User ID |
| Description | Internal ID of the assigned employee. |
| Column | Assignee Last Name |
| Description | Last name of the assigned employee. |
| Column | Assignee First Name |
| Description | First name of the assigned employee. |
| Column | Assignee Employee ID |
| Description | Employee ID of the assigned employee. |
| Column | Start Time |
| Description | Date and time when the shift starts. |
| Column | End Time |
| Description | Date and time when the shift ends. |
| Column | Unpaid Break Length |
| Description | Length of the shift’s unpaid break. |
| Column | Length |
| Description | Scheduled length of the shift, not including the unpaid break. |
| Column | Position ID |
| Description | Internal ID of the shift’s position. |
| Column | Position Name |
| Description | Name of the shift’s position. |
| Column | Job Site ID |
| Description | Internal ID for the shift’s job site. |
| Column | Job Site Name |
| Description | Name of the shift’s job site. |
| Column | Shift Notes |
| Description | Notes added to the shift. |
| Column | Created At |
| Description | Date and time when the shift was created. |
| Column | Creator User ID |
| Description | Internal ID of the user that created the shift. |
| Column | Creator Last Name |
| Description | Last name of the user that created the shift. |
| Column | Creator First Name |
| Description | First name of the user that created the shift. |
| Column | Published Status |
| Description | Indicates if the shift is published or unpublished. |
| Column | Published At |
| Description | Date and time when the shift was last published. |
| Column | Updated At |
| Description | Date and time when the shift was last edited. |
| Column | Last Notified At |
| Description | Date and time when the assignee was last notified of the shift being published or updated. |
| Column | Alerted Status |
| Description | Indicates if the assignee has been sent a shift reminder alert.² |
| Column | Acknowledged Status |
| Description | Indicates if the assigned employee has acknowledged the shift. |
| Column | Acknowledged At |
| Description | Date and time when the assigned employee acknowledged the shift. |
| Column | Assignee Role |
| Description | Role of the assigned user. |
| Column | Assignee Base Hourly Rate |
| Description | Base hourly rate of the assigned employee. |
| Column | Assignee Position Rate |
| Description | Hourly rate the employee earns when working the shift’s position. |
| Column | Has Timeclock Entry |
| Description | Indicates 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.
| Column | Account ID |
| Description | Account ID that the time entry belongs to. |
| Column | Account Name |
| Description | Account name that the time entry belongs to. |
| Column | Time ID |
| Description | Internal ID of the time entry. |
| Column | Employee User ID |
| Description | Internal ID of the time entry owner. |
| Column | Employee Last Name |
| Description | Last name of the time entry owner. |
| Column | Employee First Name |
| Description | First name of the time entry owner. |
| Column | Employee ID |
| Description | Employee ID of the time entry owner. |
| Column | Employee Role |
| Description | Role of the time entry owner. |
| Column | Clock-In |
| Description | Date and time when the time entry owner clocked in. |
| Column | Clock-Out |
| Description | Date and time when the time entry owner clocked out. |
| Column | Break Count |
| Description | Number of breaks recorded in the time entry. |
| Column | Break Length |
| Description | Combined length of all breaks recorded in the time entry (hours). |
| Column | Length |
| Description | Worked time, not including unpaid breaks (hours). |
| Column | Employee Base Hourly Rate |
| Description | Base hourly rate of the time entry owner. |
| Column | Hourly Rate |
| Description | Hourly rate the time entry owner earned when working the reported position. |
| Column | Manager Note |
| Description | Manager notes added to the time entry. |
| Column | Schedule ID |
| Description | Internal ID of the schedule where the time entry |
| Column | Schedule Name |
| Description | Name of the schedule where the time entry occurred. |
| Column | Job Site ID |
| Description | Internal ID of the job site where the time entry occurred. |
| Column | Job Site Name |
| Description | Name of the job site where the time entry occurred. |
| Column | Created At |
| Description | Date and time when the time entry was created. |
| Column | Creator User ID |
| Description | Internal ID of the user that created the time entry. |
| Column | Creator Last Name |
| Description | Last name of the user that created the time entry. |
| Column | Creator First Name |
| Description | First name of the user that created the time entry. |
| Column | Is Approved |
| Description | Indicates whether the time entry has been approved by a Supervisor, Manager, or Admin. |
| Column | Last Modified By User ID |
| Description | Internal ID of the user that last modified the time entry. |
| Column | Last Modified By Last Name |
| Description | Last name of the user that last modified the time entry. |
| Column | Last Modified By First Name |
| Description | First name of the user that last modified the time entry. |
| Column | Shift ID |
| Description | Internal ID of the shift associated with the time entry. |
| Column | Shift Schedule ID |
| Description | Internal ID of the schedule where the shift took place. |
| Column | Shift Schedule Name |
| Description | Name of the schedule where the shift took place. |
| Column | Shift Start Time |
| Description | Date and time when the shift starts. |
| Column | Shift End Time |
| Description | Date and time when the shift ends. |
| Column | Shift Break Time |
| Description | Length of the shift’s unpaid break (hours). |
| Column | Shift Length |
| Description | Length of the shift, not included unpaid break (hours). |
| Column | Shift Acknowledged |
| Description | Indicates whether the assigned employee has acknowledged the shift. |
| Column | Shift Created At |
| Description | Date and time when the shift was created. |
| Column | Shift Site ID |
| Description | Internal ID for the shift’s job site. |
| Column | Shift Site Name |
| Description | Name of the shift’s job site. |
| Column | Shift Last Updated At |
| Description | Date and time when the shift was last edited. |
| Column | Clock In ID |
| Description | Internal ID for the time entry’s clock in. |
| Column | Clock In IP Address |
| Description | IP address recorded for the time entry’s clock in. |
| Column | Clock In Latitude |
| Description | Latitude recorded for the time entry’s clock in. |
| Column | Clock In Longitude |
| Description | Longitude recorded for the time entry’s clock in. |
| Column | Clock In Method |
| Description | Method used to clock in:
|
| Column | Clock In Note |
| Description | Note added with the time entry’s clock in. |
| Column | Clock In Was Early |
| Description | Indicated whether the clock in has an early attendance notice. |
| Column | Clock In Was Late |
| Description | Indicates whether the clock in has a late attendance notice. |
| Column | Clock In Wrong Location |
| Description | Indicates whether the clock in has a wrong location attendance notice. |
| Column | Clock Out ID |
| Description | Internal ID for the time entry’s clock out. |
| Column | Clock Out IP Address |
| Description | IP Address recorded for the time entry’s clock out. |
| Column | Clock Out Latitude |
| Description | Latitude recorded for the time entry’s clock out. |
| Column | Clock Out Longitude |
| Description | Longitude recorded for the time entry’s clock out. |
| Column | Clock Out Method |
| Description | Method used to clock out:
|
| Column | Clock Out Note |
| Description | Noted added to the time entry’s clock out. |
| Column | Clock Out Was Early |
| Description | Indicates whether the clock out has an early attendance notice. |
| Column | Clock Out Was Late |
| Description | Indicates whether the clock out has a late attendance notice. |
| Column | Clock Out Wrong Location |
| Description | Indicates 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 Admin. |
| 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:
|
| 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:
|
| 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. |