Who it’s for: Administrators and users with the relevant reporting permissions
Platform: Sense HR
Available on: All plans
Before you begin, make sure you’ve:
☑️ Logged into Sense HR
☑️ Been assigned administrator permissions (or relevant reporting permissions for your access role)
Overview
Use a Pay details report when you need to review or export employees’ current and historical pay details.
This report shows all pay details records included in the Pay details screen. If an employee has pay history, they may appear on multiple rows, with one row for each pay details record.
Use this report to:
review current and historical salary or pay records
check pay changes over time
audit pay history
export pay data for review
create a reusable pay details report
This article replaces the older process for reporting on salaries or pay details including historical records. 
🖊️ Note: To report on current pay details only, use a Profile Information report and select the fields you need from the Pay details section.
👉 See Generate a current pay details report
Navigation path
Create a current and historical pay details report
From the Sense HR Dashboard, go to Reports.
Select Pay details.
Click Create.
Select report fields
Choose the employee and pay details fields you want to include in the report.
Common fields may include:
Full name (of employee)
Status
Start date of employment
Last date of employment
National insurance number
Employee ID
Contract type
Job title
Department
And under Pay details, select:
Effective date
Amount (Currency)
Amount
Rate
Pay period
Select any other fields you need for review, filtering, or export.
💡 Tip: Include enough employee identity fields to make the report easy to check and filter, especially if employees have multiple pay records.
Preview the report
Click Next.
Sense HR opens the report workspace and shows a preview of the report.
The preview includes current and historical pay details records. Employees with pay history may appear on multiple rows, with one row for each pay details record.
Manage fields
Use Manage fields if you need to add or remove columns after previewing the report.
Click Manage fields.
Tick fields you want to add.
Untick fields you want to remove.
Click Apply fields.
The report grid reloads with the updated fields.
🖊️ Note: Field changes save automatically when you click Apply fields. You do not need to click Save changes just to save field changes.
Filter or sort the report
Use the column filters to narrow the report results.
For example, you may want to filter by:
Department
Location
Status
Job title
Pay period
Effective date
Use sorting to arrange the report by fields such as employee name, department, or effective date.
💡 Tip: Sort by employee name and effective date if you want to review each employee’s pay history in order.
Save the report
When the report contains the fields, filters, and sorting you need, click Save changes.
This saves the report as a draft so you can return to it later.
You can also update Report details before saving:
Click Report details.
Enter a clear Report name.
Optionally add a Description.
Click Save changes.
Example report name:
Current and Historical Pay Details Report
Publish the report
When the report is ready to use as the published version:
Click Save changes, if there are unsaved changes.
Click Publish.
Confirm that you want to publish the report.
Publishing marks the latest saved version as the published version of the report.
Export the report
To download the report:
Open the report.
Check the fields, filters, and sorting.
Click Export.
Choose the required format.
Exports contain the fields and filters currently applied to the report.
Find the saved report later
Saved reports appear in:
Reports > All Reports
or under:
Reports > Pay details
From the report list, use the More actions (...) menu to edit, copy, export, delete, or analyse the report where available.
Current vs historical pay details
Use the correct report type depending on what you need to report on.
What you need | Report type to use |
Current pay details only | Profile Information report, using fields from the Pay details section |
Current and historical pay details | Pay details report |
Best practice
Use a clear report name so the report is easy to find later.
Include employee identifiers such as Employee ID, National Insurance Number or Department to make exported data easier to verify.
Include the Effective date field when reporting on pay history.
Sort by employee and effective date to make historical records easier to review.
Check filters before exporting, especially employee status and effective date filters.
Use Copy if you want to create a variation of the report without changing the original.
Basic Troubleshooting
I see multiple rows for the same employee
This is expected when using the Pay details report. Employees with pay history may appear on multiple rows, with one row for each pay details record.
I only need the current pay details record
Use a Profile Information report instead, and select the fields you need from the Pay details section.
I do not see the fields I need
Click Manage fields, select the missing fields, then click Apply fields.
The report includes employees I do not need
Apply filters such as employee status, department, location, job title, or effective date.
Save changes is unavailable after changing fields
Field changes are saved separately through Manage fields. Save changes is used for changes such as report details, filters, and sorting.
Summary
To generate a current and historical pay details report:
Go to Reports.
Select Pay details.
Click Create.
Select the employee and pay details fields you need.
Click Next.
Review the report preview.
Add or remove fields using Manage fields, if needed.
Apply filters or sorting.
Click Save changes.
Publish or Export the report when ready.