Custom reports let you build fully customized reports to view data you need and save it for reuse, sharing, or export. In the report builder, the key decision is what data source you want to work with:
Employee fields / Employee tables - best for a “current state” snapshot (what the data looks like now).
Historical data - best when you need a report that shows changes over time (what changed, when it became effective, and what the new value is).
❗Note: We're rolling out this feature gradually. If you’d like to test it, please contact us at support@peopleforce.io
📊 You can track changes only for fields that are marked as Historical in the People data section. If a field isn’t labelled as historical, it won’t be available for Historical data reports.
Custom reports with Employee fields and tables
Use this option when you need a clean snapshot of employee data for day-to-day work and reporting. It’s great for building lists and exports like:
team lists for managers (department, location, manager, contacts)
reports based on employee custom fields (e.g., office, grade, equipment, payroll info, etc.)
table-based reports (when your data lives in employee tables and you want to export or share it)
How to create it
Go to the Reports > Custom section.
Click on the New button to create a new custom report.
In the Details tab, name the report and add the description if needed.
In the Data source tab, you can select the source for your report. You have two options:
generate the report using employee fields only;
generate the report from employee tables, with employee fields still available for selection. Simply choose the table you want to include in the report.
In the Configure tab, choose the columns you want to include in the report. By default, the report includes the employee fields: Employee ID, First Name, and Last Name. You can reorder them by dragging and dropping them, and add any additional fields with the corresponding arrows:
If your report includes only employee fields, simply move fields from the left column to the right column to add them.
If you've selected an employee table as your data source, columns from that table will automatically appear in the right column. You can also add additional employee fields to combine data from both employee fields and tables in the report.
In the Filter and share tab, you can apply filters to ensure that the custom report is related to specific employees, departments, divisions, positions, or other criteria. If no filters are applied, the report will be generated for all employees in the company.
Additionally, you can include terminated employees in the report. To do so, simply mark the checkbox provided.
In the Share this report section, you can control which employees have access to the custom report you've generated. Use the employee assignment filter to specify categories and attributes for employees who will be granted access. Selected employees will then be able to view the report in the Reports section.
Save the report.
Custom reports to check historical changes
You can use a report with historical data when you want a report that shows only changes, not the current snapshot.
It works like the standard history reports, but it’s much more flexible because you can combine changes from different areas in one report and still add regular employee fields for context.
You can use it to track changes for anything that appears as Historical in the report builder, for example:
department and team changes
location changes (office/remote/region)
position changes and other “effective on” updates
manager changes
job catalog updates (job profile / job group / job level)
salary and additional compensation changes
any other fields marked as Historical in People data
How to create it
Go to the Reports > Custom section.
Click on the New button to create a new custom report.
In the Details tab, name the report and add the description if needed.
In the Data source tab, select Historical data type.
In the Configure tab, choose the columns you want to include in the report. By default, the report includes the employee fields: Employee ID, First Name, Last Name and Effective on (so you can see the date when the change takes effect). You can reorder them by dragging and dropping them, and add any fields marked as Historical or any regular employee fields you want for context (like department, manager, location, employee identifiers) with the corresponding arrows.
In the Filter and share tab, you can apply filters to ensure that the custom report is related to specific employees, departments, divisions, positions, or other criteria. If no filters are applied, the report will be generated for all employees in the company.
Additionally, you can include terminated employees in the report. To do so, simply mark the checkbox provided.
In the Share this report section, you can control which employees have access to the custom report you've generated. Use the employee assignment filter to specify categories and attributes for employees who will be granted access. Selected employees will then be able to view the report in the Reports section.
Save the report.
When you use Historical data, the report shows entries only for employees who had changes during the selected period.
Filter the report data
The report includes various filters, such as Position, Department, Division, Location, Employment types, etc. By using these filters, you can customize your search and obtain specific information that interests you.
Manage your report
After you create a custom report, you can adjust it, reuse it for new scenarios, or export the results. Open the report (in the Reports > Custom tab) and click the ⋯ menu in the top-right corner to choose what you want to do:
Edit - update the report configuration (for example, adjust columns).
Make a copy - create a duplicate of the report so you can reuse the same structure (data source, fields, and filters) without rebuilding everything from scratch. This is handy when you need a similar report for another team, location, or use case, while keeping the original report unchanged.
Schedule - set up automatic email delivery for this reportExport to Excel / Export to CSV - download the report to your computer. When your export is ready, a notification will appear in the notification bar - click it to download the report to your computer.
Delete - permanently remove the report.
Scheduled delivery for custom reports
You can schedule custom reports to land in the right inbox automatically - daily, weekly, or monthly. This lets you email a custom report automatically on a recurring basis. It’s useful when the same stakeholders need regular updates (for example, a monthly termination list for HR/Finance or a weekly headcount check for leadership), and you don’t want to export and send the file manually every time.
Complete the following steps to create a schedule for the report:
Go to Reports > Custom and click the report you want to schedule.
In the top-right corner, click the three dots (⋯) and select Schedule.
In the New schedule window, enter a clear name for the schedule (for example, “Termination monthly”).
In the Who will receive the report? section, select the recipients who should receive the report by email.
People receiving this report will see the same data you see, their permissions will not apply. Make sure you only add recipients who are allowed to view this information.
In the Frequency filed choose how often the report should be sent:
Daily - the report is sent every day.
Weekly - the report is sent once a week. After selecting Weekly, choose the day of the week it should run.
Monthly - the report is sent once a month. After selecting Monthly, choose the day of the month it should run.
Set the time when the report should be sent and time zone.
Click Save. After that, the report will show a message that a schedule is configured.
Manage scheduled deliveries
To view and manage all scheduled reports, go to Reports > Custom and click Scheduled reports.
From there, you can:
See all schedules in one list (schedule name, report, creator, last sent time, and whether it’s active).
Turn a schedule on or off using the Active toggle.
Click a schedule to open its details and:
Review recipients and timing.
Click Run now to send the report immediately.
Use the three dots (⋯) menu to Edit or Delete the schedule and recipients.
Check History to see previous runs and download generated files.
