Who is this guide for: Administrators and users with report permissions
Platform: Sense HR
Available on: All plans (Analyse with AMI — Elite and Enterprise plans only)
Before you begin
Make sure you:
☑️ Are logged in to Sense HR
☑️ Can access to the Reports area
☑️ Have permission to view or create the report type you want to use
☑️ Understand what kind of report you want to create
🖊️ Note:
Report access depends on your Access Role permissions.
Analyse with AMI is only available on supported plans and where your role has the correct permissions.
Overview
Reports in Sense HR allow you to view, filter, save, export, and analyse data from across your organisation.
You can create reports from different report types, such as:
Profile information
To Dos
Documents
Event entitlement
All events
Attendance
Payroll extract
Expense
User activity
Custom screens created through Screen Designer
Each report type gives access to a different set of data entities and fields.
After you choose the fields for your report, Sense HR opens the report in a single workspace. From this workspace, you can preview results, apply filters, manage fields, save changes, publish the report, export data, create charts, copy the report, delete the report, or analyse it with AMI if available.
Navigation path
Create a report
From the Sense HR Dashboard, go to Reports.
Either:
• select a report type, then click Create, or
• click Create, then choose a report type.Select the fields you want to include in the report.
Click Next.
Sense HR opens the report workspace and displays a preview using the fields you selected.
Understand the report workspace
The report workspace is where you build, check, refine, save, and publish the report.
From this page, you can:
preview report results
add or remove fields
apply filters
sort columns
edit report details
save changes as a draft
publish the report
refresh the report (reset unsaved changes)
export report data
create a chart
copy the report
delete the report
analyse the report with AMI, if available
The report table shows the current report results. The number of matching results appears above the table.
Review the report preview
The report preview shows the data returned by the report using the currently selected fields, filters, and sorting.
Use the preview to check that:
the correct people or records are included
the right columns are visible
filters are returning the expected results
the report contains enough information for export, charting, or AMI analysis
💡 Tip: Start with a broader report first, then refine it using fields and filters. This makes it easier to spot missing or unexpected data.
Add or remove report fields
Use Manage fields to update which columns appear in the report.
In the report workspace, click Manage fields above the report table.
In the right-hand sidebar, tick the fields you want to include.
Untick any fields you want to remove.
To select all fields in a data entity, click the data entity name, such as People.
Click Apply fields.
✅ Sense HR updates the report automatically.
Field changes are saved separately from the main Save changes button. After you click Apply fields, the report grid reloads with the updated columns.
🖊️ Note: Changing fields does not make the Save changes button available on its own, because field changes are saved independently.
Filter report results
You can filter report results directly from the report table.
Each column has a filter icon 
. Click the filter icon to apply filtering rules for that field.
The available filter options depend on the type of data in the field. For example:
Field type | Example fields | Common filter behaviour |
Text | Name, description, job title | Contains, starts with, equals |
Number | Age, duration, totals | Greater than, less than, equals |
Date | Start date, event date, signature date | Exact dates or relative date ranges |
Selectable values | Status, department, category | Select one or more values |
Click Clear 
above the table to remove active filters.
💡 Tip: Apply filters one at a time and check the results after each change. Filters can interact with each other, so adding too many at once can make it harder to see which filter changed the results.
Sort report columns
Use the sort controls in the column headers to sort report data.
For example, you can sort by:
Name
Status
Date
Department
Manager
Numeric values
Sorting works in the report preview table and can be saved with the report when you click Save changes.
Edit report details
Use Report details to update the report name, description, and, where available, the AMI prompt for analysis.
Click Report details in the upper-right area of the report workspace.
Edit the Report name.
Optionally add or update the Description.
If available, add or update the AMI prompt for analysis (Elite and Enterprise only)
Close the Report details panel.
Click Save changes to save the updates to the draft.
Depending on your plan and permissions, Report details may show:
Report name
Description
Or:
Report name
Description
AMI prompt for analysis
🖊️ Note: Changes made in Report details are not applied until you click Save changes.
Save the report as a draft
Click Save changes to save unsaved changes to the report draft.
Saving as a draft lets you return to the report later without publishing it. This is useful when you want to test fields, filters, sorting, or AMI prompts before making the report the published version.
Use Save changes after changing things such as:
report name
description
AMI prompt
filters
sorting
The Save changes button is only available when there are unsaved changes.
🖊️ Note: Field changes made through Manage fields are saved to draft separately and do not activate the Save changes button on their own.
Use report actions while editing
The report workspace includes several actions you can use while reviewing or refining the report.
Refresh the report
Click Refresh to rerun the saved report query and reload the report data.
Use Refresh when you want to pull the latest available results using the report’s saved configuration.
Because Refresh reloads the report from the saved query, any unsaved changes are not retained. This may include unsaved changes to:
filters
sorting
report details
AMI prompt text
Field changes made through Manage fields are not undone by Refresh, because those changes are saved to draft separately when you click Apply fields.
💡 Tip: Click Save changes before refreshing if you want to keep your latest changes. Use Refresh without saving if you want to remove unwanted, unsaved changes.
Export the report
Use Export to download the report results.
Exports contain the fields and filters currently applied to the report.
Open the report.
Apply any fields, filters, or sorting needed.
Click Export.
Choose the export format.
Common export formats include:
CSV
XLSX
PDF
Create a chart
Use Create chart to visualise report data.
Open the report.
Apply any fields and filters needed.
Click Create chart.
Follow the chart setup steps.
Charts are useful for visualising patterns, trends, totals, or grouped report data.
Copy the report
Use Copy to create an exact copy of the current report.
When you click Copy, Sense HR creates a copy immediately and opens the copied report so you can continue editing it.
The original report remains saved up to the point where changes were last saved.
💡 Tip: Copying is useful when you want to reuse a report for a new period, department, payroll cycle, or review process without changing the original.
Delete the report
Use Delete to remove a report.
Open the report.
Click Delete.
In the confirmation dialog, choose Discard to delete the report, or Cancel to keep it.
⚠️ Caution: Deleting a report removes it from the report list.
Analyse the report with AMI
If your plan and permissions allow, click Analyse to open the dedicated AMI workspace.
AMI uses the saved prompt from Report details.
⚠️ Important: If you edit the AMI prompt in Report details but do not click Save changes, AMI will continue to use the last saved prompt.
Use Save changes before clicking Analyse if you want AMI to use a new or updated prompt.
Publish the report
Publishing marks the latest saved version of the report as the published version.
Make the changes you need.
Click Save changes.
Click Publish.
Confirm that you want to publish the report.
The confirmation message explains that publishing will mark the report as published and replace any existing published version with the latest saved changes.
The Publish button is only available after all unsaved changes have been saved.
💡 Tip: Use drafts while building and testing a report. Publish only when the report is ready to become the current version.
Return to the report list
Click Back to return to the report list.
If there are unsaved changes, Sense HR prompts you before leaving. Depending on the report state, you may be asked whether you want to:
continue editing
save changes
discard the draft
discard unsaved changes
This helps prevent you from accidentally losing work.
Find and manage saved reports
Saved reports appear in:
or under the relevant report type, such as:
Reports > Profile information
Reports may show as Draft or Published depending on their status.
From the report list, use the More actions (...) menu to manage the report.
Options may include (depending on plan and permissions):
Analyse with AMI
Edit
Copy
Delete
Export
Selecting Edit opens the report in the report workspace.
Best practice
Use clear report names so reports are easy to find later.
Save reports as drafts while testing fields, filters, sorting, and AMI prompts.
Publish only when the report is ready to become the current version.
Use Copy for recurring reports so you can keep the original unchanged.
Check filters carefully before exporting, charting, publishing, or analysing report data.
Basic Troubleshooting
I changed fields, but Save changes is still unavailable
Field changes are saved to draft separately when you click Apply fields. This does not activate Save changes.
I updated the AMI prompt, but Analyse used the old prompt
The new prompt must be saved first. Click Save changes, then click Analyse.
Publish is unavailable
Publish only becomes available after unsaved changes have been saved.
My report has more or fewer records than expected
Check active filters, date ranges, selected fields, and employee status values such as Active, Future Starter, Future Leaver, or Leaver.
My report looks like it contains duplicate rows
Check whether a date-wise breakup field is included. Multi-day events may be expanded into one row per day.
Summary
Use the report workspace to build, refine, save, publish, and manage reports from one place.
The typical workflow is:
Choose a report type.
Select fields.
Preview the report.
Manage fields, filters, and sorting.
Add report details.
Save changes as a draft.
Test actions such as export, charting, or AMI analysis if needed.
Publish when the report is ready.
Return to the report list to reopen, edit, copy, export, or manage the report.