Generate Planning Reports
Rapporter · Steg-för-steg-guide
Modul: Rapporter
Tillvalsmodul: Schemamodul Bas eller Timbanksmodul, beroende på rapport
För administratörer som följer upp planering
Uppdaterad 2026-11-12 10:50
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Short answer
Go to Reports → Planning and select a report based on what you want to know. A schedule report shows shifts, Planned Time sums hours, and Base Schedule Report shows the recurring template. Check the period, selections, and a few known shifts before using the results.
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Before You Begin
Decide what question the report should answer and which period is relevant. You might need to see who is scheduled on a particular day, how many hours a work task has, or how the base schedule is constructed. These questions require different data.
Make sure the correct company is selected and that you have access to the work tasks to be included. It’s recommended to start with a short period that you can compare with the Weekly Overview page or the Daily Overview page. This makes it easier to spot if a selection or setting needs to be changed.
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Choose Report and Data
1Open the Reports PageGo to Reports → Planning. Select the Report Type. #### More detail - The Planning Reports page consolidates several reports with different filters. Changing the report updates both the description and the fields where you need to enter information. - Schedule reports, Planned Time and Base Schedule Report require the Schedule Module Basic. The three reconciliation reports require the Timebank Module. You also need permissions for each report. If an option is missing, a qualified administrator can check the company's add-ons and your administrator profile; do not modify employees’ data just to get the report. - The report compiles registered data. Displaying it does not alter shifts, contracts, or staffing. Any corrections should be made on the page where the data belongs.
2Select Report and PeriodChoose the report that suits your question and enter dates in the displayed fields. Then continue with the section for that report; you do not need to review all options. #### More detail - Choose Weekly Schedule to read the schedule per employee, department, work task, or position. Choose Weekly Schedule – Clock Times when you instead want to group employees by start and end times of shifts. - Choose Weekly Overview for a report similar to the planning overview, and Daily Overview for shifts on a specific day. Weekly Schedule and Weekly Overview are therefore different report options. - Choose Planned Time when you need hours summed per day and work task. Choose Base Schedule Report when you want to examine the schedule template itself, not shifts that have subsequently been changed in the planning. - Weekly Reconciliation Report, Annual Reconciliation Report and Annual Working Hours with Timebank compare time against the employee’s employment terms. They are not just lists of scheduled shifts and may therefore contain other data than a schedule overview. - Check the date fields after each report change. Some reports use a fixed day, others a date range or a start date with a time period. Do not assume the new report uses the same dates as the previous.
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Customize the Report
1Narrow the Weekly ScheduleChoose whether the selection in Weekly Schedule applies to employees, department, work task or position. Then enter the period and display options you need. #### More detail - The choice of filter determines which list is used. If choosing employee, the employee’s schedule is followed; if choosing work task, shifts on that task are shown. Only the list corresponding to the selected option is active. - Using Number of Weeks, you can select between 1 and 52 weeks. The end date is then set so the period contains that many full seven-day periods, counted from your start date. The start date is not moved to a Monday. If no previous choices are saved, two weeks is the default. - You can also change the end date manually. This will show a dash in Number of Weeks, and the report will use your specified date range. This is an alternative way to choose the period, not an indication that your end date has disappeared. - An active employee can be included in a work task selection even if the work task is not their primary task. The employee must have both a shift on the selected task and an agreement where the task is included as a main or additional work task. Each day displayed must be covered by such an agreement. A single shift alone will therefore not always suffice. - The employee search can cover the companies you have access to and also employees without active contracts. Check company and employees together if the same name appears multiple times. The department selection appears only when the department feature is used. - Show shifts on other work tasks is used when you select department or work task. This allows you to also see other shifts for employees who have at least one shift in your chosen area during the period. This option does not include all employees from the other work tasks. - When Show shifts on other work tasks is selected, grouping by work task is cleared and locked. A shift may appear in italics when the work task differs from the employee’s main work task for that day. This applies even if the shift’s work task is part of your selection. Therefore, always read the work task on the shift, not just the text style. - For a selection of multiple employees, full-day absence hides the shift times. With Show employees with absence codes, you will instead see the absence: full-day absence indicated with dark red text and part-day absence with dark blue. When unchecked, absence text is hidden; this does not mean the absence has been removed. A part-day absence alone does not prevent shift times from being shown. - Planned breaks are shown in brackets when they have not been hidden with the calculated break option. A hidden break value does not mean the break has been removed from the shift. Remember this display choice when comparing with another report. - In reports for a single employee, days without shifts are also shown. This helps you distinguish a day off from a day outside the period. - The report for an employee also shows Working Hours According to Employment Contract and Scheduled Time Forward During Selected Period. The first applies to the whole period, while the second starts at earliest today. For a period already ended, the scheduled time forward is therefore zero, even if the employee had many shifts. These totals are not shown in the corresponding overview for multiple employees. - The weekly schedule may also be available in the app reports depending on which app functions are activated. There, the week starts on Monday and shifts are limited by publication. Weekly Schedule from Reports → Planning page has no such publication limit. The same report family can therefore show different data in the app and to administrators.
2Group Shifts with the Same Clock TimesSelect department or work tasks in Weekly Schedule – Clock Times. Then enter a start date and a number between 1 and 52 in Number of Weeks. #### More detail - The report groups shifts with identical start and end times. Two different shifts can therefore be in the same group; it is the times that determine the grouping. - Choose a number of weeks, not the dash in the list. This report has no separate end date and cannot use the dash in the same way as the Weekly Schedule report. - The end date is calculated from your start date and number of weeks, but the report begins showing shifts from Monday of the start week. If you choose a Wednesday and one week, the result may include the Monday before up to the following Tuesday. Choose Monday as the start date when you want to compare whole calendar weeks. - Only shifts on the selected work tasks are included in the selection. If you want to compare the entire organisation’s staffing, first check that all relevant work tasks are selected. - Publication affects which future shifts are visible here. The report considers both the work task’s publication date and automatic publication. If a planned shift is missing, check publication before modifying the shift itself. Opening the report does not publish any shifts. - When Show employees with absence codes is unchecked, shifts with full-day absence are excluded. When selected, the shift remains in its time group and the employee’s name appears in red italics. A part-day absence does not have the same marking and does not exclude the shift. - The employee’s nickname is shown when registered. Therefore, also search for that name if you don’t find the full name in the report. - Groups are ordered by start and end time. Within a group, employees are ordered by name. This report is therefore suited when the question is who works the same shifts rather than how an employee’s week looks day by day.
3Customize the Weekly OverviewSelect department or work tasks in Weekly Overview. Then enter the start date, time period and desired level of detail. #### More detail - The report provides an overview of the planning. Choose a compact or more detailed presentation depending on how much information you need to read per day. - The display can be customised with week numbers, weekdays and shift abbreviations. Use the same choices when comparing two extracts; otherwise, the same shift may appear differently without the planning changing. - The report automatically uses colours from the planning. There is no separate option on the report page to show or hide colours, so you don’t need to look for such a setting. - When selecting a month in the administrator report, the corresponding dates in the next month may also be included. For example, a start date of 1 January covers up to and including 1 February, while the app view ends 31 January. Check the last date in the results when comparing or summing a calendar month; the same period selection does not always give the same end date in both views. - Full-day and partial absence can be displayed in the report. The row for partial absence is omitted if empty throughout the period, so a missing row does not mean dates are missing in the report. - The report does not show all data and markings from the Planning page. For example, do not expect the same personal details, message symbols, timebank balances or working time rules checks. Return to planning when you need that information. - With Include unstaffed shifts, you get the row Unstaffed shifts. This aggregates shifts without employees per day and shift template. The abbreviation is shown, and if there are multiple identical shifts, the number appears in parentheses. However, the row does not list every unstaffed shift with its own start and end times or breaks. - The row for unstaffed shifts appears in both compact and detailed views. In PDF, it is on the first page; in Excel, the corresponding row is included. Use planning to review or staff individual shifts. - You can choose PDF or Excel. Check period and selection in the results before further processing the file, especially if you have created multiple versions with different settings.
4View One Day at a TimeChoose date and work tasks in Daily Overview. Then choose sorting, the start of the timeline, and whether to include unstaffed shifts or employees with full-day absence. #### More detail - The report covers a specific day. Check the date even if you have just worked with the same week in another report. - You can sort shifts by shift name, employee name or start time. Choose start time to follow staffing throughout the day, or names to find a specific shift or employee. - The timeline shows 24 hours and can start at 00:00, 06:00 or 12:00. If starting at 06:00 or 12:00, the timeline continues into the next day. The selected date still determines which regular shift rows are included; you do not choose a different scheduled day by moving the timeline start. - Other shifts for the same employee from the previous or next day may appear grey if overlapping the timeline. Shifts entirely outside the timeline are not drawn. The report is therefore not automatically a complete list of everyone working past midnight, especially if they have no shift on the chosen schedule date. - Unstaffed shifts and employees with full-day absence are separate display options. When Show employees with full-day absence code is selected, such shifts remain and the employee’s name appears in red. Without the selection, these shift rows are not included. The option does not create a separate row for an absent employee without shifts that day. - A part-day absence is not excluded by the full-day setting. The employee’s name then appears in blue unless there is also a full-day absence. Check the same display options when comparing with the Daily Overview page so that differences are not just due to filter choices.
5Check Planned TimeSelect work tasks, period, and PDF or Excel in Planned Time. Also choose whether to show weekday and week number. #### More detail - The report includes both staffed and unstaffed shifts. A shift can therefore contribute hours even if no employee has yet been assigned. - The planned break already calculated and saved on the shift is deducted. For unstaffed shifts, break settings are linked to the configuration on the Shifts page. The report is not to be read as a new calculation of how long a break was actually taken. - Full-day absence is included only when the absence account belongs to the system account group for worked time. It is therefore misleading to say that all absences always count. Ask a qualified administrator to check the account settings if an absence day unexpectedly affects the total. - When using the department feature, you can also get totals per department. Without that feature, data is read per work task. - If the total does not match your expectation, compare some known days with Weekly Overview. Check staffed and unstaffed shifts, saved breaks and full-day absence separately before assessing the total for the whole period.
6Select the Base ScheduleSelect the base schedule template you want to review in Base Schedule Report. > [!WARNING] > Check contracts and breaks before using the Base Schedule Report > Verify which employee and contract the report uses for the break. The current report may choose a future or ended connection, and a missing valid contract does not mean the rule for unstaffed shifts is automatically applied. #### More detail - The list includes base schedules where there is a shift on a work task you have access to. If a template is missing, check both the template and your work tasks, not just the template name. - The employee list may include future connections and inactive employees. Therefore, do not interpret it as definitive information about who staffs the base schedule today. Compare with the connection dates on the base schedule page. - When opening the report from Planning Reports, an employee is selected as reference for break calculation. Current connections are prioritised, ordered by surname and first name; if no current connection exists, a future or ended one may be chosen. The report does not calculate breaks separately for each employee in the list. - The date used to find the reference employee’s contract may also come from another connection to the base schedule. Therefore, check the contract period and breaks if the report gives unexpected results; the presence of the employee’s name in the explanation does not guarantee a valid contract was used. - A break explicitly specified on the shift is used primarily. A special break rule from a contract linked to the shift may also influence the calculation. If an employee is selected but lacks a contract with the applicable break rule, no contract break is added from that employee. The rule for unstaffed shifts applies when no employee is the reference, not as an automatic substitution for a missing contract. - The base schedule is a template. After shifts are created from the template, they may have been moved, staffed differently or changed due to absence. Use the Weekly Overview page when the question concerns the current planning.
7Choose a Reconciliation Report if NeededSelect Weekly Reconciliation Report, Annual Reconciliation Report or Annual Working Hours with Timebank according to which reconciliation is used in the employees’ contracts. > [!WARNING] > Check the seven-day period before using the forecast > For Annual Working Hours with Timebank, the Timebank/7 period must consist of whole seven-day periods. If the report shows a warning and red totals, check the dates before using the forecast. The report balance is not by itself a decision on salary deductions or payments. #### More detail - The three reconciliation reports search among active employees with an employment contract overlapping the report period. The collective agreement settings then determine which report selection the employment contract belongs to. Therefore, check both the employment dates and the contract settings described below if an employee is missing. - Weekly Reconciliation Report is used for follow-up over full weekly periods and can be used with or without period reconciliation. Check Reconciliation Type under Period Reconciliation Settings on the Contract Settings page. The employee’s employment contract is included when the collective agreement has any of the options: Weekly Reconciliation Report without reconciliation, Reconciliation and weekly reconciliation report or Reconciliation of calculation period. There is also a separate way: the contract is linked to an absence code with Timebank type: 3) Weekly working hours / 7 on the Absence Codes page. Only one of these paths needs to apply; do not change both settings just to include an employee. - Annual Reconciliation Report can be used for a period that is not a full year. To include the employee’s employment contract, the collective agreement must be linked to a code with Type: Timebank hours on the Absence Codes page. This particular selection does not require a specific value in Timebank type or Reconciliation type. The report also uses a different set of columns than the Weekly Reconciliation Report, so compare column headings rather than positions. - Contracted time is determined by the contract and the part of the period covered by the employment contract. Do not assume the report name alone determines if calculation uses five or seven days. The holiday setting also needs consideration when comparing expected working time. - For Timebank/5 weekdays are counted, while Timebank/7 uses all days. If neither applies, the contract’s number of agreed days per week is used. Weekly Reconciliation and Annual Reconciliation reports use the same basic calculation; “weekly” does not always mean dividing by seven. - The Weekly Reconciliation Report also has columns for time carried forward from the previous period and for paid time during period reconciliation. These affect the Period Balance, but are absent in the same way from the Annual Reconciliation Report. Check column headers when comparing two reports. - Annual Working Hours with Timebank is used when there is a special timebank account and period reconciliation. The collective agreement must be linked to a code on the Absence Codes page with Timebank type: 4) Weekly working hours / 5 or 3) Weekly working hours / 7. The selection Reconciliation Type on Contract Settings page does not select contracts for this report. Employees with Timebank/5 and Timebank/7 appear in separate tables; a table without employees is not shown. - A seven-day period does not have to start on a Monday. Wednesday through the following Tuesday is also seven days. Check the whole selected interval if Timebank/7 gives a warning. - In the timebank report, the forecast is a combination of the timebank balance to the specified date and the estimated effect of future time. It is not simply the sum of all future shifts. Absence codes and their account links affect the calculation. - The reconciliation reports use the shift classification for planned time, managed on the Shift Types page. Hours from shifts classified as ordinary planned time are included. Hours from shifts counted as extended planned time, or not included at all, are excluded. This is not the same as the shift type being Normal time. Ask a qualified administrator to check classifications if a shift appears missing from totals. - Approved balances for worked time and absence are calculated up to yesterday or the period end if earlier. Planning forward starts at earliest today. Approved manual balances may also be included if linked to the accounts used by the report. A balance without a linked shift type is therefore not automatically excluded. - For Weekly Reconciliation Report, a balance must be both approved and linked to the account groups Accounts for calculation of worked time in reports or Absence. If the balance has a linked shift type, it must be classified as ordinary planned time. A balance without a linked shift type is still tested against account conditions. Approval alone is therefore not enough for the value to be included. - There are two documented calculation errors in Weekly Reconciliation Report that may explain a low value. An approved balance belonging only to Period reconciliation - Hourly wage basis can be omitted. Qualifying extra work with User-defined code can also be omitted when Always ordinary worked hours is not selected, even if the balance meets account and approval requirements and lacks linked shift type. If such a entry is missing, compare the report with approved balances before using the report as final reconciliation basis. Do not add a new balance or change the contract just to compensate. - Classification is taken from the current setting of the shift type when the report is generated. A change there can therefore produce different totals if an older period is generated again, even if saved balances have not changed. Follow up on such differences before using the report as a comparison with an earlier extract. - For Annual Working Hours with Timebank, do not try to change which shifts are included via contract settings to incorporate working time from special shift types, overtime and comp time. The current calculation does not use that setting. Instead, check shift type classification and account links affecting the timebank together with a qualified administrator. - Separate already approved balances and planning forward. If a result is unexpected, compare employment contracts, period, registered and approved data and future shifts. Do not change contract settings just to get the report to show an expected total.
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Review the Report
1Check the Completed DataSelect Show Report. Check names, period and selection in the results and then compare some known rows with the planning. #### More detail - Start with the report heading and dates. A report may look reasonable even though it concerns a different week or selection than you expected. - A displayed report opens in a new tab. If you have chosen a download format, e.g. Excel, you will receive a file instead. Check the format choice if the result doesn’t appear where expected. - Check at least one known shift or one known employee. Read times, work task, break and possible absence together. When comparing two reports, period and selection must match. - An empty result may be because there are no shifts matching the selection. Check a work task where you know planning exists before choosing a larger dataset. - If an employee is missing, investigate permissions, work task, dates and contract conditions of the report. A shift on another work task may require a different selection, but a broader report is not always the right solution. - Save period and important selections together with the report if it is to be shared or compared later. If a difference cannot be explained, you thereby have a clear basis for further troubleshooting.
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Verify the Result
You are done when the report answers your question and a known example matches the data the report should use. A schedule report should be compared with current shifts, Planned Time with shifts’ hours and breaks, and Base Schedule Report with the selected template. A reconciliation report should also be checked against the employee’s contract and the correct reconciliation period.
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Frequently Asked Questions
1Why does the Base Schedule Report show different times than the Weekly Overview page?The Base Schedule Report shows the template. Weekly Overview shows the current planning, where shifts may have been moved, staffed differently or changed after creation. Also check which contract was used for the break in the Base Schedule Report.
2Why is the total in the Planned Time report higher than the staffed hours?Unstaffed shifts are also included, and some full-day absence may be counted based on the absence account settings. Compare a few days and check shifts, breaks and absence separately before drawing conclusions about the total for the period.
3Can a schedule report show how much someone has actually worked?A schedule report shows planning. You cannot determine actual worked time solely from the schedule. Reconciliation reports combine registered data with planning according to their own rules. Choose a report based on the question you need to answer and check what each column contains.