Report PDFs and employee fields

Click PDF on the Summary, Detailed or Payroll report and a finished PDF downloads. Use Fields beside it to choose extra details, like employee number or department, for that report on screen and on paper.

Download a PDF

1. In the sidebar, click Reports.
2. Choose the Period and, if you have several, the Location.
3. Open Summary, Detailed or Payroll.
4. Click PDF at the top right. The file downloads straight away.

What the PDF looks like

• Your business name, the report title, the period and the location, if you picked one.
• Each location starts a new page with its name and its own totals. With more than one location, a final page covers All locations.
• Table headings repeat when a table runs onto the next page, and every page is numbered.
• Detailed gives each person their own table with lines for the employee's signature, the manager's signature and the date. With Show edits ticked, the edits print in full under each day.
• Payroll is landscape so every contribution column fits, including ones you added yourself.
• Summary turns landscape when you add more than two fields.

The file name has your business, the report, the location if one is picked, and the dates.

Choose employee fields

1. On the report, click Fields.
2. Under Employee fields on this report, tick what you want: Employee number, Payroll ID, Department, Job title, Worker type, Overtime status, Hire date, Email or Phone. The Detailed report also offers Location.
3. Click Save.

Fields show on the page and in its PDF, and are saved for your whole business until someone changes them.

• Summary fits up to 4 fields, as columns after the name.
• Payroll fits up to 3.
• Detailed prints them on a line under each name. Employee number and location are on until you change them.

Hide the paid and unpaid line

On the Summary report's Fields panel, untick Show paid and unpaid time under each total under Breaks and lunches to hide the small paid/unpaid line under break and lunch figures. Hours and pay do not change.

Good to know

• Pay rate is not offered as a field, so a report shared with someone who may not see pay never shows it.
• The Spreadsheet downloads are not changed by Fields.
• The Payroll PDF needs permission to export pay.
• Field choices are recorded in Settings > History.
• Report PDFs are on every plan, including Free.