Finding the Right Report and Using Report Templates
Rapporter · Steg-för-steg-guide
Modul: Rapporter
Tillvalsmodul: Schemamodul Standard
För administratörer som tar fram rapporter
Uppdaterad 2026-11-12 10:50
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Brief Answer
First, select the report that answers your question and check the period and selection criteria. For account reports with template options, you can reuse a personal or shared report template. The template determines the accounts and their order, but it does not select the period or employees for you.
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Before You Start
Decide what you want to monitor and which company and period it concerns. A report may be correct for its selection but still provide misleading data if you have chosen the wrong tasks or dates.
Report templates belong to the Schedule module Standard. Check availability with your Timeplan administrator if you are uncertain; the ability to open a page is not in itself confirmation of which functions are included for you.
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Finding the Right Data
1Finding the Correct Report PageGo to Reports and select the group that suits your task. Then choose Type of report on that page. #### In-Depth Information - Personnel reports help you follow up on employees and employments. This is a different entry point from the reports you open under Personnel for an individual employee. - Planning reports are used for schedules, planned time, and reconciliation against employment terms. A basic schedule report shows the template, while a schedule overview shows current shifts that may have been changed later. - Account reports are used to follow up time and account values. There are reports where you need to select a report template to determine which accounts to include. - Deviation reports are used when the question concerns absences or deviation codes. Do not choose an account report just because you recognise a similar name; the reports can use different data sources. - If a report choice is missing, an authorised administrator needs to check function availability and your administrator profile. This does not in itself imply employee data is missing or a report has been removed.
2Checking the Selection CriteriaSpecify the report dates and select the employees or tasks to include. Check the other options shown for that report. #### In-Depth Information - The report type determines which selections you can use. One report can select employees based on their main task, while another searches shifts or balances on selected tasks. The same task in two reports therefore does not have to give the same group of employees. - When an employee selection offers the Search employee dialogue, you can search by, for example, name or employment number. All companies expands the search to the companies you have access to; it does not grant you new permissions. Without active employment contract helps you find employees who might otherwise be missing in the search. - Selections differ between the account reports. Not all offer both a single employee and collective agreement, even if you recently used these options in another report on the same page. Therefore, check which options are available after you have changed report. - Also check the option between approved and non-approved data. In account reports per employee and per task, approved balances are used when Show only non-approved time is unchecked. This does not mean approved and non-approved balances are combined. - If a data entry is missing from the result, review dates, company and selections before changing any registration. An account that is not included in the report template will not appear just because there are balances in the account.
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Building Your Own Account Template
1Choose or Create a TemplateOpen the Report Templates page. Use an existing template if it fits, or select New and enter a name for a personal template. > [!WARNING] > Changes to a shared template can affect colleagues' reports > Do not assume that Timeplan prevents you from changing or deleting a shared template created by someone else. Create your own template if you need a different selection or agree with the responsible person for the shared template first. #### In-Depth Information - The overview shows your own templates and those made available to everyone. Availability indicates whether the template is shared or personal. Check this before you start editing an existing template. - If the page is read-only, you can review templates but New, Save and Delete cannot be used, and sharing cannot be changed. You need write permissions on the Report Templates page to create or edit a template. Access to the actual report is checked separately when the template is used. - A name must be entered and may contain up to 50 characters. Several templates can have the same name, but clear and distinct names make it easier for you and your colleagues to select the right one. - A new template name should describe the account selection you want to reuse. The period is selected later in the report, so avoid a name that might mislead others to think the template automatically selects a certain month. - For a new, unsaved template, Make available for all is greyed out and cannot be used. Start with name and accounts; sharing is managed only when the template is saved.
2Add and Arrange AccountsSelect accounts in Available accounts and move them to Selected accounts. Use the up and down arrows to arrange them. #### In-Depth Information - The list of available accounts contains active accounts that have not been deleted and are not already selected. If an account seems missing, first check if it is already in the selected accounts. - At least one account must be in the template. The order of the accounts in Selected accounts is the order the template uses in the report. Place them so the report is easy to read and compare over time. - If you choose the wrong account, you can move it back from Selected accounts. This removes the account from the template selection, not from Timeplan. Do not confuse this with the toolbar Delete, which deletes the entire template and its account selection. If the template is shared, it will also disappear from colleagues' template choices. - An older template might contain an account that has become inactive after it was added. It can remain as long as the account has not been deleted, even though it is not offered among new available accounts. - If the account is neither selected nor available to add, an authorised administrator needs to check it on the Accounts page. Choosing a similar name is not a reliable substitute for the account you need.
3Select Balance DisplayIf the template is to be used in a Time and Account Report, double-click selected accounts where you also want to see opening and closing balances. #### In-Depth Information - A star next to the account name indicates that opening and closing balances will be shown in the Time and Account Report. This allows you to follow the balance from the start to the end of the period. - The Time and Account Report counts only approved account balances. The same fixed selection applies both to the period value and the opening balance shown for a starred account. The star does not include non-approved balances. - The star adds the balance data in addition to the period value. It does not replace the period value with a general accumulated balance. - The marking applies only to the Time and Account Report. It does not change balance display in all other reports using the same template. - Double-click again to remove the marking. The change must be saved together with the template; a recently changed star is not in itself confirmation that the change is saved.
4Save the TemplateCheck the name, selected accounts, order and any stars. Then choose Save. #### In-Depth Information - The first save creates a personal template. You therefore do not need to be able to use the sharing slider to save a new template. - The name, selected accounts, their order and star markings are part of the template content. Check that changes remain when you open the saved template. - Saving the template does not create new accounts or balances. You save a setup that can be used when the report fetches registered data. - If you only need to use the template yourself, you can proceed to the account report. Sharing is a separate, optional step.
5Share the Template If NeededFor a saved template that you are responsible for, you can select Make available for all if colleagues should also be able to use it. > [!WARNING] > Sharing changes are immediate > The change does not wait for Save. If you change availability for someone else’s shared template, you may simultaneously become the template's new owner. If you make it personal, it will also disappear from colleagues’ template selections. Therefore, do not use the slider to experiment with how a shared template works. #### In-Depth Information - Checked sharing makes the template selectable for other administrators. Unchecking it makes the template personal to the owner. This changes who can select the template, not which accounts are included. - Sharing does not give colleagues rights to new employees or tasks. Their report access and selection must still be correct for the data they will extract. - Separate immediate sharing changes from changes in name, accounts and star markings. If you have changed the template content, you still need to select Save to keep those changes. - Agree on who is responsible for a shared template and what it should display. This reduces the risk that a change for a single follow-up affects reports for everyone else using the template.
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Using the Template in the Report
1Use and Check the TemplateOpen the Account Reports page, select a report that offers Report template and pick the saved template. Check the period and selection before choosing Show report. #### In-Depth Information - Template selection is used in account reports per employee, task and day as well as in the Time and Account Report, Budget Report and Summary Report. Select the right report first; recognising the template name is not enough. - Preliminary Payroll Report (hours) lacks a template selection in the current report view. Therefore, do not assume your saved template controls that report’s content. If you need to monitor a specific account selection, choose a report that actually offers a template option. - The template chooses accounts and their order, but not the correct period or employees for today’s question. Check these details again even if you used the same template last time. - When the page is not read-only, report dates, employee selections and other saveable options are saved for your administrator when you select Show report. These choices belong to the Account Reports page and are not saved separately per report type, so check all visible choices again when switching reports. This saves report settings but does not change accounts, balances, employees or time registrations. - A report displayed on screen opens in a separate tab. If you have chosen a report created as a file, such as Excel, you will instead receive a file to download. Make sure you open the most recent download when several files have similar names. - Check a few known values in the result and compare with the correct employee, day and account. For the Time and Account Report, also check that saved star markings give the balance data you need. - The report may be limited by your access even if the template is shared. A shared account selection therefore does not guarantee that two administrators get exactly the same employees or tasks in the result.
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Checking the Result
You are done when the right report, period and selection have been combined with the correct template and you have checked a known example. If the template is shared, it should also be clear to colleagues what it is used for and who is responsible for changes.
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Frequently Asked Questions
1Why is an account missing from the report?Check that the account is included in the saved template and that the correct template is selected in the report. Then review the period, tasks and report selections for approved data. A missing value does not necessarily mean the registration is lost.
2Why are opening and closing balances missing despite the star?Check that the star marking is saved and that you use the template in the Time and Account Report. The marking does not affect how all other account reports show balances.
3What do I do if a shared template does not fit?Create your own template for your account selection. If the change should apply to everyone, agree with the person responsible for the shared template before you change it. Do not assume that Timeplan prevents you from changing someone else’s template.