Reports & Exports

The Reports section gives Managers and Admins a clear summary of hours worked, payroll costs, and time spent per project — all exportable to Excel (CSV) or PDF.

This section is for: Managers and Administrators

⚠️ Employees can view a summary of their own hours but do not have access to the full team reports described here.

What Reports Are Available?

┌─────────────────────────────────────────────────────────────────────┐
│                         REPORTS                                     │
├──────────────────────┬───────────────────────┬──────────────────────┤
│   HOURS SUMMARY      │   PAYROLL SUMMARY     │   PROJECT HOURS      │
│                      │                       │                      │
│  Who worked          │  How much does each   │  How many hours      │
│  how many hours      │  person's work cost?  │  on each project?    │
│  in a given period?  │  (based on rate × hr) │                      │
│                      │                       │                      │
│  Good for:           │  Good for:            │  Good for:           │
│  Attendance audits   │  Weekly/monthly pay   │  Client invoicing    │
│  Overtime tracking   │  Budget checks        │  Job costing         │
│  Timesheet reviews   │  Payroll processing   │  Project planning    │
└──────────────────────┴───────────────────────┴──────────────────────┘

Part 1 — How to Access Reports

1. Click Reports in the left-hand sidebar
2. You will see three report cards — click the one you need

Part 2 — Hours Summary Report

What it shows: Total hours worked by each employee over a chosen time period.

How to Generate It

1. Click Hours Summary
2. Choose a date range:

┌─────────────────────────────────────────────────────────┐
│  Hours Summary Report                                   │
│─────────────────────────────────────────────────────────│
│                                                         │
│  From:                         To:                      │
│  ┌─────────────────────┐       ┌─────────────────────┐  │
│  │  01 Jun 2026      ▼ │       │  30 Jun 2026      ▼ │  │
│  └─────────────────────┘       └─────────────────────┘  │
│                                                         │
│  Employee Filter (optional)                             │
│  ┌─────────────────────────────────────────────────┐    │
│  │  All Employees ▼                                │    │
│  └─────────────────────────────────────────────────┘    │
│                                                         │
│  ┌───────────┐   ┌───────────┐                          │
│  │ Export CSV│   │ Export PDF│                          │
│  └───────────┘   └───────────┘                          │
└─────────────────────────────────────────────────────────┘

3. Optionally filter by a single employee
4. Click Export CSV (for Excel) or Export PDF (for printing/archiving)

What the Report Looks Like

HOURS SUMMARY REPORT — June 2026
Generated: 19 Jun 2026

Employee            Regular Hours   Overtime   Total Hours
─────────────────── ─────────────  ──────────  ───────────
James Patel         152.0h          8.5h        160.5h
Sarah Lee           144.0h          0.0h        144.0h
Tom Wilson          136.0h          4.0h        140.0h
Maria Garcia        160.0h         12.0h        172.0h
─────────────────── ─────────────  ──────────  ───────────
TOTAL               592.0h         24.5h        616.5h

Part 3 — Payroll Summary Report

What it shows: Total gross pay for each employee, calculated from their hours worked and hourly rate.

💡 Note: WorkRoster calculates gross pay based on the hourly rate and overtime rate set on each employee's profile. Make sure these are up to date before running payroll.

How to Generate It

1. Click Payroll Summary
2. Set the date range (e.g. the pay period — weekly, fortnightly, or monthly)
3. Choose all employees or filter to one person
4. Click Export CSV or Export PDF

What the Report Looks Like

PAYROLL SUMMARY REPORT — June 2026
Generated: 19 Jun 2026

Employee       Hours    Rate    Regular Pay    OT Hours  OT Rate  OT Pay     Gross Pay
────────────── ──────   ──────  ──────────────  ────────  ───────  ─────────  ──────────
James Patel    152.0h   £18.50  £2,812.00       8.5h     £23.13   £196.63    £3,008.63
Sarah Lee      144.0h   £17.00  £2,448.00       0.0h     £21.25   £0.00      £2,448.00
Tom Wilson     136.0h   £20.00  £2,720.00       4.0h     £25.00   £100.00    £2,820.00
────────────── ──────   ──────  ──────────────  ────────  ───────  ─────────  ──────────
TOTAL                           £7,980.00                          £296.63    £8,276.63

⚠️ WorkRoster calculates gross pay only. It does not calculate tax, National Insurance, pension, or other deductions. Use these figures as the starting point for your payroll software.

Part 4 — Project Hours Report

What it shows: Total approved hours logged to each project, with a breakdown by employee.

How to Generate It

1. Click Project Hours (or By Project in the sidebar)
2. Set the date range
3. Optionally filter to a single project
4. Click Export CSV or Export PDF

What the Report Looks Like

PROJECT HOURS REPORT — June 2026
Generated: 19 Jun 2026

Project               Client              Total Hours
───────────────────── ─────────────────── ───────────
Acme Office Fit-Out   Acme Ltd            124.5h
City Council Sub.     Birmingham CC        89.0h
General Maintenance   Internal             18.5h
───────────────────── ─────────────────── ───────────
TOTAL                                     232.0h

─── BREAKDOWN: Acme Office Fit-Out ───────────────────
James Patel           68.5h
Sarah Lee             56.0h

Part 5 — Exporting: CSV vs. PDF

WorkRoster supports two export formats. Choose the one that suits your purpose:

How to Export

1. Generate the report (set the date range and filters)
2. Click either:
   • Export CSV — downloads a .csv file to your computer
   • Export PDF — downloads a .pdf file to your computer
3. Open the downloaded file from your Downloads folder

💡 Tip — Where is my download? After clicking Export, look in the bottom of your browser for the downloaded file, or open your computer's Downloads folder.

Part 6 — Tips for Accurate Reports

💡 Tip 1 — Approve timesheets first. Reports only include Approved timesheets. If there are pending timesheets in the queue, approve them before running your payroll report to ensure you capture all hours for the period.

💡 Tip 2 — Keep hourly rates updated. The payroll report uses the rate stored on each employee's profile. If someone had a pay rise, update their rate in Employees → Edit before running the report.

💡 Tip 3 — Use weekly date ranges for weekly pay. If your company pays weekly, set the From/To dates to Monday–Sunday for a clean weekly pay period.

💡 Tip 4 — Run the project report monthly for client billing. Export Project Hours at the end of each month to track how many hours have been spent on each client job. This helps produce accurate invoices.

💡 Tip 5 — Archive PDF reports. Save a PDF copy of each month's payroll report as a backup record. Store these in a dedicated folder on your computer or cloud storage.

Frequently Asked Questions

Q: The payroll report shows 0.0 hours for some employees. Either they have not submitted any timesheets for that period, or their timesheets are still pending (not yet approved). Check the Approvals queue for unreviewed submissions.

Q: The hours in the report look lower than expected. Only Approved timesheets are included. Check the Timesheets → Approvals queue for any pending entries that should be approved.

Q: Can I export data for a single employee? Yes — use the Employee filter dropdown on the report page to select one person before exporting.

Q: The overtime rate is wrong on the payroll report. Check the employee's profile. Go to Employees → Edit and update the Overtime Rate field. Re-run the report after saving.

Q: Can I schedule reports to run automatically? Not at this time — reports must be generated manually. This ensures you are always reviewing the most up-to-date approved data.

Next: Settings & Profile →