People Analytics gives access to sensitive data: headcount, contracts, pay, absences. This article explains in detail who sees what, in dashboards, system reports, custom reports and exported files.
Two questions, two settings #
- What you can open depends on the module’s permissions (the “ANALYTICS & REPORTS” section of your roles) and on the modules open to you.
- What you see in a report depends on the scope of your roles: the people in your population and, for each of them, the information you can read. It is the same rule as in the employee file.
People: your population #
Every report, tile and export only counts and lists the employees your roles let you see. A manager sees their team; an HR person of a subsidiary sees that subsidiary. The filters and population of a custom report narrow this scope further: they never widen it.
Information: section by section #
- A column from a section of the employee file that you cannot read for a person stays empty for that person.
- Identity and organisation information (name, department, position…) follows the public profile, as in the directory.
- Pay and absence reasons are hidden from anyone who is not allowed to see them.
- When you create a custom report, you are only offered the columns you can read on at least one person.
- Aggregates (counts, averages, rates) are calculated on the rows you see: a value hidden from you is left out of the calculation.
The creator and the reader #
A custom report saves a definition (columns, period, population, presentation), not a result. It is recalculated every time it is opened, with the permissions of the person opening it:
- the person who creates the report gets the data according to their own roles and permissions;
- each reader then gets the data according to theirs, as for every other report.
Two people opening the same report may therefore see different figures. This is intended: a report never passes on to its reader what its creator’s permissions gave them.
Who manages a custom report #
- The “Custom Reports” tab shows your own reports.
- Only the person who created a report can edit it, change its chart, schedule it or delete it.
- Administrators have no override: they see what their roles grant, like everyone else.
Exported and scheduled files #
- An export contains what you see on screen: your population, your readable columns, your filters.
- A scheduled delivery is calculated each time with the current permissions of the person who created it. If their permissions shrink, the following deliveries contain less data.
- Exporting and scheduling require the “Export — Run (CSV/PDF/PPTX)” permission at the Execute level. A role that can read a report on screen may not be allowed to take a file out of it.
Health data #
- The Absence anomalies and Bradford factor reports are reserved for people who can see absence reasons.
- AI is never applied to reports related to health (Absence anomalies, Bradford factor, Medical visits).
The personal dashboard #
The tile layout of the “Employee Analytics” tab is saved in your browser: it is not shared. Each tile is also calculated with your permissions.
Setting permissions #
Your administrator sets permissions role by role in Settings › Manage Employees › Employee Roles: the module’s permissions in the “ANALYTICS & REPORTS” section, the population and the employee file sections in each role’s scope. The list of the module’s permissions is in the “Getting started with People Analytics” article.
