Who is this guide for: Administrators (and users with report and AMI permissions)
Platform: Sense HR
Available on: Elite and Enterprise plans
Before you begin
Make sure you have:
☑️ Access to the Reports area
☑️ Permission to open or create the report you want to analyse
☑️ Access to Analyse with AMI
☑️ A saved report or report draft containing the fields and filters you want AMI to use
Overview
AMI can analyse report data using a prompt that you define.
The report controls what data AMI receives. The prompt controls what AMI should do with that data.
You can use AMI to help produce:
payroll summaries
absence reviews
compliance checks
training completion summaries
equipment or asset summaries
audit-ready narratives
management-level insight
risk or exception reports
AMI does not replace reports. It works on top of report data.
This means AMI can only analyse the fields and results included in the report. If a field is not included in the report, AMI cannot use it in the analysis.
Navigation path
Then open or edit the report you want to analyse.
How AMI works with reports
When you analyse a report, AMI uses:
the fields included in the report
the filtered report results
the saved AMI prompt for analysis from Report details
This allows you to create reusable report-and-prompt combinations for recurring tasks, such as payroll runs, compliance audits, monthly absence reviews, or management summaries.
Check that the report contains the right data
Before using AMI, check the report preview carefully.
Make sure the report includes:
the right people or records
the fields AMI needs for the analysis
the correct filters
the correct date range, if applicable
any identifiers needed for review, such as employee name, ID, department, manager, NI number, or status
If a field is missing, use Manage fields to add it.
If the report includes too much data, apply filters 
to narrow the results.
💡 Tip: Build the report first, then write or refine the AMI prompt. A strong prompt cannot compensate for missing report data.
Edit the AMI prompt
The AMI prompt is stored in Report details.
Where your plan includes AMI, reports include a generic AMI prompt by default. If you click Analyse before saving your own prompt, AMI uses this generic prompt for the analysis.
To use your own prompt, replace the generic prompt completely:
Open the report.
Click Report details.
Replace the existing AMI prompt for analysis with your own prompt.
Click Save changes.
AMI uses the last saved prompt.
⚠️ Important: If you edit the AMI prompt but do not click Save changes, the edited prompt may remain visible while you are still working in the report, but AMI will continue to use the last saved prompt.
Analyse the report
After the report and prompt have been saved, you can analyse the report from the report workspace or directly from the report list.
Option 1: Analyse from the report workspace
Open the report.
Check the preview, fields, filters, and sorting.
Confirm the relevant AMI prompt has been saved.
Click Analyse.
✅ This opens the dedicated AMI workspace, where AMI analyses the saved report data using the saved AMI prompt.
Option 2: Analyse from the report list
Use this option when the report already has the exact AMI prompt you need saved against it.
Go to Reports > All Reports or open the relevant report type.
Locate the report.
Click the More actions (...) menu.
Select Analyse with AMI.
✅ This opens the dedicated AMI workspace, where AMI analyses the saved report data using the saved AMI prompt.
Example AMI prompts
You can write prompts in natural language.
For example:
Create a clear payroll summary from this report. Group employees by department, show total worked hours, overtime hours, sickness, holiday, and any anomalies that payroll should review.
Summarise absence trends in this report. Highlight employees with repeated short-term absence, unusually high sickness duration, or patterns that may need manager review.
Create a training compliance summary. Group results by department and identify missing, overdue, or soon-to-expire training.
Review this equipment report and identify items that are missing return dates, marked for recovery on termination, or assigned to leavers.
Create a management summary of the report. Highlight key trends, exceptions, risks, and any recommended follow-up actions.
💡 Tip: Be specific about grouping, calculations, exceptions, date ranges, and output format. For example, say whether you want a table, bullet summary, audit narrative, or payroll-ready breakdown.
Save prompt changes before analysing
AMI only uses the saved prompt.
If you change the prompt in Report details, click Save changes before clicking 
Analyse.
What you do | What AMI uses |
Edit the prompt and click Save changes | The updated prompt |
Edit the prompt but do not save | The last saved prompt |
Refresh before saving prompt changes | The saved prompt; unsaved prompt edits are not retained |
Leave the report without saving prompt changes | The last saved prompt |
Use drafts to test and refine AMI prompts
You can save a report as a draft while testing and refining AMI prompts.
This is useful when you want to:
try different wording
test different filters
check whether the report includes enough data
refine business rules
review output before publishing
build a reusable prompt with AMI before saving it to the report
A draft does not replace the published version of the report until you click Publish.
Build a reusable prompt with AMI
AMI can help you build a prompt that produces consistent results each time the report is analysed.
A useful workflow is:
Create or open the report.
Add the fields and filters needed for the analysis.
Click Save changes to save the report as a draft.
Open
Analyse to launch the AMI workspace.
🖊️ Note: AMI runs the saved prompt for the report. If you have not saved your own prompt yet, AMI uses the generic analysis prompt saved against reports by default.Tell AMI what output you want.
Refine the output conversationally until it matches your requirements.
Ask AMI to create a reusable prompt that will reproduce the same result in future.
Copy
the reusable prompt.Return to the report.
Open Report details.
Paste the prompt into AMI prompt for analysis.
Click Save changes.
For maximum consistency, you can ask AMI to produce the final reusable prompt in code rather than natural language. This can be useful when you need the same output structure, calculations, grouping, or rules to be applied every time.
For example, you might ask:
Turn this final analysis process into a reusable prompt that I can save to this report and run again each month.
Or:
Give me the final reusable prompt in code so this report produces the same output structure and rules every time.
💡 Tip: For recurring reports, refine the AMI prompt in a draft first. Publish only when the report, filters, and saved prompt are ready to reuse.
Refresh and AMI prompts
Click Refresh to rerun the saved report query and reload the report data.
Because Refresh reloads the report from the saved query, unsaved changes are not retained. This includes unsaved AMI prompt text.
Click Save changes before refreshing if you want to keep a new or edited AMI prompt.
Use Refresh without saving if you want to remove unwanted, unsaved prompt edits and reload the report from its saved configuration.
What AMI can and cannot do
AMI can help interpret, summarise, group, and structure the data included in the report.
AMI can:
summarise report data
group results by fields such as department, manager, status, or event type
identify exceptions or patterns
apply rules described in your prompt
create narrative summaries
produce structured outputs for review
AMI cannot:
analyse fields that are not included in the report
use data removed by filters
guess missing HR data
permanently change the underlying report data
publish the report for you
replace required HR, payroll, legal, or compliance review
⚠️ Important: AMI does not invent data. If information is missing from the report, AMI may flag that the information is unavailable rather than guess.
Best practice for AMI report analysis
Start by building a reliable report with all required fields.
Use filters to narrow the data before analysis.
Save changes to the report before analysing.
Keep prompts clear, specific, and reusable.
Use AMI to help refine the final reusable prompt.
Include business rules directly in the prompt if they are not stored in Sense HR.
Test the prompt using a draft before publishing the report.
Review AMI outputs before using them for payroll, compliance, or management decisions.
Update saved prompts when your organisation’s rules or reporting needs change.
Troubleshooting
I cannot see the Analyse button
Analyse with AMI may not be included in your plan, or your role may not have permission to use it.
Report details does not show the AMI prompt field
The AMI prompt field only appears where your plan and permissions allow Analyse with AMI. Otherwise, Report details shows only the report name and description.
AMI used an old prompt
The updated prompt was not saved before analysis.
Open Report details, edit the prompt if needed, click Save changes, then click Analyse again.
AMI says information is missing
Check whether the required field is included in the report. Use Manage fields to add missing fields, then apply filters and save the report again.
AMI analysed the wrong people or records
Check the report filters and date ranges. AMI analyses the filtered report results.
I refreshed the report and lost my edited prompt
Refresh reloads the report using the saved query. Unsaved prompt changes are not retained.
The output is not in the format I wanted
Make the prompt more specific. For example, ask AMI to produce a table, a payroll summary, a manager-ready narrative, or a list of exceptions.
Summary
AMI analyses the saved report data using the saved prompt in Report details.
A safe workflow is:
Create or open a report.
Add all required fields.
Apply filters and sorting.
Open Report details.
Add or refine the AMI prompt for analysis.
Click Save changes.
Click Analyse, or use More actions (...) > Analyse with AMI from the report list.
Review the output in the AMI workspace.
Refine, copy, and save the prompt if needed.
Publish the report when it is ready to reuse.