Generating Reports
OpenHR's Reports module lets you generate detailed attendance and leave reports for your organization, export them as CSV or branded PDF, and email them directly to stakeholders.
Accessing the Reports Page
Navigate to Reports from the sidebar menu. You'll see two tabs: Generator and Columns. Reports are available to Admin, HR, and Manager roles.
Available Report Types
Choose from 4 report types:
| Type | Description |
|---|---|
| Attendance | All attendance records for the selected period |
| Absent | Only days where employees were absent or had no check-in |
| Late | Only records where employees were marked as LATE |
| Leave | Leave request records for the selected period |
How to Configure and Generate a Report
- Select Report Type — Choose Attendance, Absent, Late, or Leave.
- Select Departments — Use the multi-select to choose which departments to include. Use "Select All" for the entire organization.
- Set Date Range — Choose the start and end dates for your report.
- Employee Scope — Generate for all employees or select a specific individual.
- Recipients (for email) — Enter comma-separated email addresses if you want to send the report via email.
Exporting Reports to CSV
Click "Export CSV" to download the report as a CSV file. The file includes:
- Employee ID and name
- Date and status
- Check-in and check-out times
- GPS location and coordinates
- Remarks
CSV files can be opened in Excel, Google Sheets, or any spreadsheet application for further analysis.
Emailing Reports to Stakeholders
Click "Email Summary" to send the report to the specified recipients. The system:
- Splits large reports into batches of 350 records per email
- Tracks delivery status (Sent, Failed, Pending)
- Shows a live status panel with email delivery updates
Configuring Report Columns
Switch to the Columns tab to choose which fields to include in your report:
- Employee ID, Full Name, Entry Date, Status Type
- Clock In / Clock Out times
- GPS Address, Latitude / Longitude
- Notes / Remarks
Toggle columns on/off based on what you need. Your selection applies to both CSV export and email reports.
Smart Report Calculations
Reports include intelligent processing:
- Consolidated records: Multiple clock-ins on the same day are merged (earliest check-in, latest check-out).
- Gap analysis: The Absent report identifies days where employees had no attendance record on working days.
- Holiday exclusion: Employees aren't counted as absent on holidays.
- Shift-aware: Uses each employee's assigned shift to determine their working days.
Related Guides
- Understanding Attendance Logs — What each attendance field means.
- Attendance Audit for Admins — Edit and manage attendance records.
- Exporting Employee Data — Export employee directory as CSV or PDF.
- Managing Employees — Employee directory and profiles.