Reports Overview


This video is divided into chapters, to skip directly to the Reports section, click here

Our powerful reporting section provides multiple options for creating reports and viewing information within your organization. Navigate to the “Reports” section on the sidebar to begin.

Reports are broken down into the following categories:

Reports with an asterisk (*) are only viewable by organization owners/managers. For more information about what each role can view, click here.

If you are configured as an organization owner/manager, you will be able to see two tabs on each report:

The “Me” tab will show your personal data (same as users), and the “All” tab will show all data recorded within the organization.

General

Time and activities

With the ‘Time & Activities’ report, you can get a detailed report for the total time tracked, activity percentages, spent amounts, billable amounts by any user for a project or task. This report can be accessed by navigating to Reports -> General -> Time and Activities.

  1. Me/All tabs – the “Me” tab shows the data you tracked as a user, and the “All” tab will display all data you have access to within your organization. If you are a project manager, you’ll be able to view data for all the projects where you are a member. If you are the organization owner, you’ll be able to view all data within the organization.
  2. Calendar – lets you select the date range for the data you wish to report.
  3. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by clients, projects, members, or to-dos. To view totals, you can toggle the “Sum Date Ranges” setting.
  4. Saved Filters – lets you save the filters currently applied to the report for future use.
  5. Total Time – shows the total time tracked based on the date range selected.
  6. Average Activity – shows the total time tracked based on the date range selected.
  7. Total Spent – shows the total amount spent based on the date range selected.
  8. Graphs – shows you a daily trend graph based on the data range selected.
  9. Group by Filter – presents the data grouped based on the selected filter.
  10. Send – lets you send the generated report to an email recipient. You can send the reports to multiple recipients by separating email addresses with commas.
  11. Schedule – allows you to schedule a report to be sent. You can choose to send the report in CSV or PDF formats, choose the date range, frequency, and delivery time of the report.
  12. Export – lets you export the generated report in CSV or PDF format.
  13. Report columns – allows you to add/remove columns to the report.
  14. Project – displays the project where the time was tracked.
  15. Members – displays the names of the member/s who tracked time.
  16. To-do – displays the tasks/to-dos where the time was tracked.
  17. Time – shows the total time tracked to a specific project, task, to-do or team member.
  18. Activity – displays the total activity percentage based on the time tracked.
  19. Spent – shows total spent amounts based on the total time tracked multiplied by the pay rate set.
  20. Notes – displays all the notes added within the tracked time.

 

Weekly

The Weekly report displays the daily/weekly total time, activity percentages, and amounts spent for each work week. This report can be accessed by navigating to Reports -> General -> Weekly.

  1. Me/All tabs – the “Me” tab shows data for yourself as a user, and the “All” tab will display all data you have access to within your organization. If you are a project manager, you’ll be able to view data for all the projects where you are a member. If you are the organization owner, you’ll be able to view all data within the organization.
  2. Calendar – lets you select the date range for the data you wish to report.
  3. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by projects, and/or members. You can also click on “Save Filters” to save your current filters.
  4. Saved Filters – lets you apply saved filters to generate a custom report.
  5. Members worked – shows you the total number of users who tracked time for the week selected.
  6. Average hours per member – displays the average time tracked per team member for the selected week.
  7. Average activity – displays the average activity for all users who worked during the week.
  8. Spent – displays the total spent amounts for the week based on time totals multiplied by each user’s pay rate.
  9. Graphs – shows you a daily trend graph based on the data range selected.
  10. Member – shows the users who tracked time for the specific week.
  11. Daily Totals – displays each individual team member’s total time tracked daily.
  12. Weekly Totals – displays each individual team member’s total time tracked for the week.
  13. Activity – displays each individual team member’s activity percentage for the week.
  14. Spent – displays each individual team member’s total spent amounts for the week.

 

Apps & URLs

The Apps & URLs report lets you view how much time was spent by your team on certain applications and/or websites. This report can be accessed by navigating to Reports -> General -> Apps & URLs report.

  1. Me/All tabs – the “Me” tab shows data for yourself as a user, and the “All” tab will display all data you have access to within your organization. If you are a project manager, you’ll be able to view data for all the projects where you are a member. If you are the organization owner, you’ll be able to view all data within the organization.
  2. Calendar – lets you select the date range for the data you wish to report.
  3. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by item type (Apps, URLs, Apps & URLs), projects, and members. You can also click on “Save Filters” to save your current filters. To view totals, you can toggle the “Sum date ranges” setting.
  4. Saved Filters – lets you apply saved filters to generate a custom report.
  5. Send – lets you send the generated report to an email recipient. You can send the reports to multiple recipients by separating email addresses with commas.
  6. Schedule – allows you to schedule a report to be sent. You can choose to send the report in CSV or PDF formats, choose the date range, frequency, and delivery time of the report.
  7. Scheduled reports – opens the “Scheduled reports” page which displays all scheduled reports for your organization.
  8. Export – lets you export the generated report in CSV or PDF format.
  9. Group by Filter – presents the data grouped based on the selected filter.
  10. Project – displays the project being tracked when the app or site was used/visited.
  11. Member – displays the member who visited the site/used the application for the time tracked.
  12. App or Site – displays the specific app/URL used or visited during the time recorded.
  13. Time Spent – shows the total time spent on an application or website.
  14. Percentage used – shows the percentage of the line item over the total time tracked against all apps or URLs.

 

Manual time edits

The Manual time edits report displays all the modifications made on the activities recorded on your account or organization.

This report can be accessed by navigating to Reports -> General -> Manual time edits.

This includes time that was added, edited, or removed within your account (user) or within the organization (owners). Here you can also see which users modified the time and when it was added/edited/deleted.

To enable/disable the modify time setting, click here.

  1. Me/All tabs – the “Me” tab shows data for yourself as a user, and the “All” tab will display all data you have access to within your organization. If you are a project manager, you’ll be able to view data for all the projects where you are a member. If you are the organization owner, you’ll be able to view all data within the organization.
  2. Calendar – lets you select the date range for the data you wish to report.
  3. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by item type (Apps, URLs, Apps & URLs), projects, and members. You can also click on “Save Filters” button to save your current filters. To view totals, you can toggle the “Sum date ranges” setting.
  4. Saved Filters – lets you apply saved filters to generate a custom report.
  5. Affected members – shows the total number of members on the report.
  6. Hours added – shows the total number of hours manually added.
  7. Hours deleted – shows the total hours removed.
  8. Send – lets you send the generated report to an email recipient. You can send the reports to multiple recipients by separating email addresses with commas.
  9. Schedule – allows you to schedule a report to be sent. You can choose to send the report in CSV or PDF formats, add a report name, choose the date range, frequency, and delivery time of the report.
  10. Scheduled reports – opens the “Scheduled reports” page which displays all scheduled reports for your organization.
  11. Export – lets you export the generated report in CSV or PDF format.
  12. Member – the name of the member whose time was modified.
  13. Project – the name of the project where the modified time is assigned.
  14. To-do – the name of the task/to-do where the modified time is assigned.
  15. Actions – shows the specific change on the time block. Depending on the change made, the modified time is labeled: Add, Edit and Delete.
  16. Time span – shows the original time span before it was changed.
  17. Time change – shows the total time change.
  18. Reason – shows the reason added by the user who modified the time.
  19. Changed by – shows the user who modified the time.
  20. Changed at – shows the specific date the time was modified.

 

Payment

Amounts owed

The Amounts owed report displays all time that is marked as unpaid within the organization.

This report can be accessed by navigating to Reports -> Payment -> Amounts owed.

  1. Me/All tabs – the “Me” tab shows data for yourself as a user, and the “All” tab will display all data you have access to within your organization. If you are a project manager, you’ll be able to view data for all the projects where you are a member. If you are the organization owner, you’ll be able to view all data within the organization.
  2. Calendar – lets you select the date range for the data you wish to report.
  3. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by projects and members. You may also click on “Save Filters” button to save your current filters. To view totals, you can toggle the “Sum date ranges” setting.
  4. Saved Filters – lets you apply saved filters to generate a custom report.
  5. Hours – shows the total unpaid hours within the organization.
  6. Amount – shows the total unpaid amount based on total hours multiplied by each team member’s pay rate.
  7. Export – lets you export the generated report in CSV or PDF format.
  8. Report columns – allows you to add/remove columns to the report.
  9. Member
  10. Current Rate – shows the pay rate assigned per team member.
  11. Hours – shows the total amount of unpaid time for each team member.
  12. Amount – shows the total unpaid amount for each member as well as a grand total at the bottom of the report.

 

Payments

The Payments report shows a list of all payments made within the organization.

This report can be accessed by navigating to Reports -> Payment -> Payments.

  1. Me/All tabs – the “Me” tab shows data for yourself as a user, and the “All” tab will display all data you have access to within your organization. If you are a project manager, you’ll be able to view data for all the projects where you are a member. If you are the organization owner, you’ll be able to view all data within the organization.
  2. Calendar – lets you select the date range for the data you wish to report.
  3. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by projects and members. You may also click on “Save Filters” button to save your current filters. To view totals, you can toggle the “Sum date ranges” setting.
  4. Saved Filters – lets you apply saved filters to generate a custom report.
  5. Payments – Number of payments made within the selected date range.
  6. Amounts – Total amount of payments made within the selected date range.
  7. Graphs – shows you a daily trend graph based on the data range selected.
  8. Export – lets you export the generated report in CSV or PDF format.
  9. Report columns – allows you to add/remove columns to the report.
  10. Group by Filter – presents the data grouped based on the selected filter.
  11. Payment type – shows whether the payment was made was automatic or manual.
  12. Paid on – the date when the payment was made.
  13. Amount – shows the total amount that was paid. Total amounts are shown on the last row of the report.

 

Budgets and limits

Weekly limits

The Weekly limits report displays the weekly limits set for each team member as well as the time spent and time remaining against each weekly limit set.

This report can be accessed by navigating to Reports -> Budgets and Limits -> Weekly limits.

  1. Me/All tabs – the “Me” tab shows data for yourself as a user, and the “All” tab will display all data you have access to within your organization. If you are a project manager, you’ll be able to view data for all the projects where you are a member. If you are the organization owner, you’ll be able to view all data within the organization.
  2. Calendar – lets you select the date range for the data you wish to report.
  3. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by projects and members. You may also click on “Save Filters” button to save your current filters. To view totals, you can toggle the “Sum date ranges” setting.
  4. Saved Filters – lets you apply saved filters to generate a custom report.
  5. Export – lets you export the generated report in CSV or PDF format.
  6. Group by Filter – presents the data grouped based on the selected filter.
  7. Member 
  8. Time Spent – shows the total time spent.
  9. Weekly Limit – shows the limit set for each user.
  10. Percentage Used – shows the percentage of the weekly limit that has been consumed.
  11. Remaining – shows the remaining time available on each user’s weekly limit.

 

Project budgets

The project budgets report will display the budgets set for each project, the time spent on each project as well as the remaining time available on each project which helps you keep on top of your expenses.

This report can be accessed by navigating to Reports -> Budgets and Limits -> Project budgets.

This report is only accessible to organization owners.

  1. Calendar – lets you select the date range for the data you wish to report.
  2. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by projects and choose whether to include archived projects on the report.
  3. Saved Filters – lets you apply saved filters to generate a custom report.
  4. Export – lets you export the generated report in CSV or PDF format.
  5. Group by Filter – presents the data grouped based on the selected filter.
  6. Project – shows the project name.
  7. Spent – shows the amount spent on each project.
  8. Budget – shows the current budget for each project as well as the percentage used.
  9. Remaining – shows the remaining budget for each project.

 

Client budgets

The client budgets report will display the budgets set for all projects associated with a client, the time spent on each project, as well as the remaining time available on each client budget.

This report can be accessed by navigating to Reports -> Budgets and Limits -> Client budgets.

This report is only accessible to organization owners.

  1. Calendar – lets you select the date range for the data you wish to report.
  2. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by projects and choose whether to include archived projects on the report.
  3. Saved Filters – lets you apply saved filters to generate a custom report.
  4. Export – lets you export the generated report in CSV or PDF format.
  5. Group by Filter – presents the data grouped based on the selected filter.
  6. Client – shows the client name.
  7. Spent – shows the amount spent on each client.
  8. Budget – shows the current budget for each client as well as the percentage used.
  9. Remaining – shows the remaining budget for each client.

 

Time off

Time off balances

The Time off balances report displays all available, used, and pending balances on each time off policy.

This report can be accessed by navigating to Reports -> Time Off -> Time off balances.

  1. Me/All tabs – the “Me” tab shows data for yourself as a user, and the “All” tab will display all data you have access to within your organization. If you are a project manager, you’ll be able to view data for all the projects where you are a member. If you are the organization owner, you’ll be able to view all data within the organization.
  2. Calendar – allows you to choose the calendar year you’d like to view data for.
  3. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by member and/or time off policy.
  4. Saved Filters – lets you apply saved filters to generate a custom report.
  5. Export – lets you export the generated report in CSV or PDF format.
  6. Group by Filter – presents the data grouped based on the selected filter. By default, this is set to “Member.”
  7. Policy – shows the name of the Time Off policy available for each team member.
  8. Used – shows the hours used on the specific policy.
  9. Pending – shows the available time off hours that are currently in pending state, which means time off requests that haven’t been approved.
  10. Balance – shows the remaining time off balance for each policy.

 

Time off transactions

The Time off balances report displays all approved Time Off requests.

This report can be accessed by navigating to Reports -> Time Off -> Time off transactions.

Invoice

Client invoices

The Client invoices report displays all invoices sent to clients.

This report can be accessed by navigating to Reports -> Invoice-> Client invoices.

  1. Calendar – allows you to choose the date range for the report.
  2. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by client and/or the status of the invoice.
  3. Saved Filters – lets you apply saved filters to generate a custom report.
  4. Export – lets you export the generated report in CSV or PDF format.
  5. Group by Filter – presents the data grouped based on the selected filter. By default, this is set to “Member.”
  6. Issue date – shows the date when the invoice was issued.
  7. Invoice – displays the invoice number.
  8. Status – displays the current status of the invoice (Open/Closed).
  9. Invoice total – shows the total amount posted on the invoice.
  10. Paid – shows the amount paid by the client.
  11. Amount due – shows the total amount due. If the invoice is paid, the amount will be the 0. When unpaid it will display the invoice total.

 

Team invoices

The Team invoices report displays all invoices sent by all team members.

This report can be accessed by navigating to Reports -> Invoice-> Team invoices.

  1. Me/All tabs – the “Me” tab shows data for yourself as a user, and the “All” tab will display all data you have access to within your organization. If you are a project manager, you’ll be able to view data for all the projects where you are a member. If you are the organization owner, you’ll be able to view all data within the organization.
  2. Calendar – allows you to choose the calendar dates you’d like to view data for.
  3. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by member and/or time off policy.
  4. Saved Filters – lets you apply saved filters to generate a custom report.
  5. Export – lets you export the generated report in CSV or PDF format.
  6. Group by Filter – presents the data grouped based on the selected filter. By default, this is set to “Member.”
  7. Issue date – shows the date when the invoice was issued.
  8. Invoice – displays the invoice number.
  9. Status – displays the current status of the invoice (Open/Closed).
  10. Invoice total – shows the total amount posted on the invoice.
  11. Paid – shows the amount paid by the client.
  12. Amount due – shows the total amount due. If the invoice is paid, the amount will be the 0. When unpaid it will display the invoice total.

 

Client invoices aging

The client invoices aging report shows you all unpaid invoices in a 90 day range, broken down every 30 days.

This report can be accessed by navigating to Reports -> Invoice-> Client invoices aging.

  1. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by client.
  2. Saved Filters – lets you apply saved filters to generate a custom report.
  3. Export – lets you export the generated report in CSV or PDF format.
  4. Client – displays the client name.
  5. 0-30 days – shows the total amount of unpaid invoices within the past 30 days.
  6. 31-60 days – shows the total amount of unpaid invoices within the last 31-60 days.
  7. 61-90 days – shows the total amount of unpaid invoices within the last 61-90 days.

 

Team invoices aging

The team invoices aging report shows you all unpaid invoices for your team in a 90 day range, broken down every 30 days.

This report can be accessed by navigating to Reports -> Invoice-> Team invoices aging.

  1. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by client.
  2. Saved Filters – lets you apply saved filters to generate a custom report.
  3. Export – lets you export the generated report in CSV or PDF format.
  4. Member – displays the team member’s name.
  5. 0-30 days – shows the total amount of unpaid invoices within the past 30 days.
  6. 31-60 days – shows the total amount of unpaid invoices within the last 31-60 days.
  7. 61-90 days – shows the total amount of unpaid invoices within the last 61-90 days.

 

Schedule

Attendance

The attendance report aids the Hubstaff scheduling feature for better schedule management.

This report can be accessed by navigating to Reports -> Schedule-> Attendance.

  1. Me/All tabs – the “Me” tab shows data for yourself as a user, and the “All” tab will display all data you have access to within your organization. If you are a project manager, you’ll be able to view data for all the projects where you are a member. If you are the organization owner, you’ll be able to view all data within the organization.
  2. Calendar – allows you to choose the days you’d like to view data for.
  3. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by member and/or Status.

    1. Not started – user has not begun tracking time for their scheduled shift and the shift has not started yet.
    2. On Time – the user was able to log in on time for their shift.
    3. Late – the user was tardy in coming in for their shift. The threshold for the late notification is set to 5 minutes.
    4. Abandoned – this means the employee failed to complete the shift schedule as set. For example, if you’ve created a shift schedule of 8am-5pm (9 hours) and set a minimum hour requirement of 9 hours, when a user has tracked time from 7:55am – 4:55pm, they will be marked as “abandoned shift” as they only tracked a total of 8 hours and 55 minutes within the shift and will receive an email confirming their attendance status.
    5. Missed – the user did not log in for their entire scheduled shift.
  4. Saved Filters – lets you apply saved filters to generate a custom report.
  5. Export – lets you export the generated report in CSV or PDF format.
  6. Group by Filter – presents the data grouped based on the selected filter. By default, this is set to “Date.”
  7. Member – displays the team member’s name.
  8. Issue – shows each team member’s attendance status.
  9. Shift – displays the schedule set for each team member for the specific date.
  10. Start time – shows the time the user started to track time.
  11. Required hours – shows the required hours set for the shift.
  12. Actual hours – shows the actual hours logged against the scheduled shift.

 

Job Sites

Visits

The Job Sites Visits reports display all tracked time by each team member within range of a specific job site set.

This report can be accessed by navigating to Reports -> Job Sites-> Visits.

  1. Me/All tabs – the “Me” tab shows data for yourself as a user, and the “All” tab will display all data you have access to within your organization. If you are a project manager, you’ll be able to view data for all the projects where you are a member. If you are the organization owner, you’ll be able to view all data within the organization.
  2. Calendar – allows you to choose the days you’d like to view data for.
  3. Filters – clicking on the Filter button will let you choose which filters you’d like to apply. For this report, you can filter the data by job sites, and/or members.
  4. Saved Filters – lets you apply saved filters to generate a custom report.
  5. Export – lets you export the generated report in CSV or PDF format.
  6. Group by Filter – presents the data grouped based on the selected filter. By default, this is set to “Date.”
  7. Member – displays the team member’s name.
  8. Job site – displays the name of the job site.
  9. Enter – shows the exact time the user started tracking time on a job site.
  10. Exit – shows the exact time the user either stopped tracking, or has left the range of the job site (if set to automatic).
  11. Time – shows the duration of time tracked.
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