How To Run An Employee Information Report

⚡ What is the Employee Information Report?

The Employee Information Report provides a centralized way to review employee details within a single company account.

Instead of opening individual employee profiles, this report provides a consolidated view of employee information, including employment details, positions, compensation, contact information, vacation settings, and more.

Because the report is highly filterable, teams can generate either a variety of information or targeted information, depending on their needs.

🔎 Why use the Employee Information Report?

Here are some common reasons teams run this report:

• Review employee information in one place: Generate a consolidated report instead of opening individual employee profiles.
• Support payroll and HR processes: Quickly review employment details, salary information, banking details, vacation settings, balances, or work permit information.
• Validate employee setup: Confirm employees are assigned the correct positions, departments, employment statuses, and other profile information.
• Export employee data: Download reports in Excel or CSV format for further filtering, analysis, or recordkeeping.

🔐 Access Required

The Employee Information Report is available on all subscription plans.

📌 | Note: The report filter options available will vary depending on your account’s subscription plan and any enabled add-ons.

Who can access the Employee Information Report?

• Super Administrators: Have full access to view, access filter options, and generate the Employee Information Report.
• Team Administrators: Can generate the Employee Information Report only if permission to Report Viewing Permissions: Employee Information is granted. Limited access to view and filter employee information options based on the permissions granted under Employee Setup (e.g. Employee Basic Info), along with permission to the relevant Employee Groups under: Update Employee Information, View Employee Information, and View Employee List. If you are unable to access, please confirm your permissions with a Super Administrator.

📚 Related articles:

• How To Run An Employee Information Report
• How To View The Employee Files Report
• How To Generate An Employee Notes Report
• How To Generate The Audit Clock Approvals Report

Process:

1. Click the Reports tab.
2. Under Report Type, click the drop-down menu and select Employee Information.
3. Under Options, check the box(es) from the following if applicable to build out your report:
   1. Address: Includes each employee’s mailing address, including street address, city, province/state, postal/zip code, and country.
   2.  Age: Includes each employee’s age. If no date of birth has been entered in the employee profile, Unknown will be displayed.
   3. Alt. Phone: Includes each employee’s alternative phone number.
   4. Balances (Leave Management): Includes each employee’s assigned Leave Management policy balances, such as Vacation, Sick Time, or other assigned policies.
      📌 | Note: Only available on Signature with the Leave Management Add-On or the Supreme package.
   5. Birthday: Includes each employee’s date of birth.
   6. Clock ID: Includes each employee’s assigned Clock ID. 
   7. Cost Center: Includes the Cost Center assigned to each employee’s profile.
   8. Department: Includes the Department assigned to each employee’s position.
   9. Email: Includes each employee’s email address.
   10. Employment Status (USA only): Includes the employment status assigned to each employee's profile (e.g. Employee or Contractor).
   11.  Ethnicity (USA only): Includes the employee's ethnicity, as recorded in fields selected under EEO Reporting. 
   12. Gender (USA only): Includes the employee's gender, as recorded in fields selected under EEO Reporting. 
   13. Hire Date: Includes each employee’s date of hire.
   14. Hours Structure: Includes the Hours Structure assigned to the employee for overtime rules (e.g. Company Default or Custom).
   15. Ineligible for Rehire: Includes whether the employee has been marked as ineligible for rehire (e.g. Yes or No). 
       📌 | Note: This option is only available for accounts with the HR Add-On, as it is tied to the Applicant Tracking System (ATS) feature. An employee can be marked as Ineligible for Rehire during the employee's deactivation or by updating the Employment Details section of their employee profile.
   16. Job Category (USA only): Includes the employee's gender, as recorded in fields selected under EEO Reporting. 
   17. Last Clock Entry: Includes the employee’s most recent clock entry date and time.
   18. Last Worked: Includes the employee’s last recorded worked date and the date assigned to the employee's ROE (Canada only). 
   19. Payment: Includes the employee’s current payment method (e.g. Direct Deposit (includes Account Number, Branch Number, etc.), Push Issued Cheque, or Company Issued Cheque).
   20. Phone: Includes each employee’s primary phone number.
   21. Position: Includes each employee's position(s). 
       📌 | Note: Employees assigned to multiple positions will appear multiple times in the report, with a separate line item for each position. This allows accurate reporting of position-specific information.
   22. Rehire Date: Includes the employee’s date of rehire, if applicable.
   23. Salary: Includes the employee’s salary or hourly wage information (e.g., salary amount, frequency, effective start and end dates).
       📌 | Note: By default, the report displays all salary records, allowing you to view an employee’s salary progression over time. To display only an employee’s current salary, use the filter at the top of the page: 'Salary Filter: Current'. 
   24. SIN (CAD only): Includes the employee’s Social Insurance Number (SIN).
   25. SSN (USA only): Includes the employee’s Social Security Number (SSN).
   26. Statutory Holiday: Includes the employee’s statutory holiday eligibility setting (e.g. Yes or No).
       📌 | Note: This setting determines whether the platform will automatically evaluate the employee for statutory holiday pay based on the configured eligibility rules.
   27. Tax: Includes the employee’s tax information configured in their profile, such as Federal Claim, Provincial/Territorial Claim, Additional Tax Deductions, and other tax withholding settings.
   28. Vacation: Includes the employee’s vacation pay configuration, such as vacation method and vacation rate.
   29. Vacation Balance: Includes the employee’s current vacation balance.
   30. WCB Rate (CAD only): Includes the employee’s assigned Workers’ Compensation Board (WCB) rate.
   31. Attributes: Includes values for any Employee Attributes configured in your account, such as T-Shirt Size or Certificate Expiry Date. 
4. Once done, click Generate.

Additional Information

You can also filter the report by selecting All, Active, Inactive, employees and All or Current for salaries of active employees.

The Status Date column in the Employee Information Report notes when an Employee Profile was last updated. If it shows 'Unknown', this means the employee profile was created by our Data Team during your company's initial onboarding and has not changed since. 

The Primary Position is based on the role marked as Primary in the employee’s profile under Salary Details. If no primary position is set there, the system will default to the employee’s most recently added active position. This helps ensure the report reflects the employee’s most current role when multiple active positions exist. The Primary Position also determines the employee’s Primary Department, Primary Salary, and Primary Salary Period.