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Sapling - Reporting: Quickly Get The Data You Need

Alice McAnaw
Updated

Introduction 

With Sapling's fully customizable reporting module, you can create reports based on any piece of data stored in Sapling.  Each report is designed to help you be more strategic with your team member information, allowing you to dig deep and get the important insights you need to be successful.

This article covers the following topics: 

 

Reporting Overview

Sapling offers 2 filterable reporting dashboards and 7 report types that can support an unlimited number of exportable reports.

  1. Overview (Headcount) - a pre-built snapshot of your headcount breakdown over time.
  2. Turnover - a pre-built snapshot of employee turnover over time.
  3. Profile Info - focused on information stored on employee profiles.
  4. Time Off - focused on all historical or upcoming time off data.
  5. Workflows - focused on workflows and task completion dates.
  6. Field Changes - focused on tracking changes to any data field.
  7. Documents - focused on open and completed document signature requests.
  8. Point in Time - a snapshot of historical data from a particular date.
  9. Surveys - focused on survey results for all Sapling's pre-built surveys.

To view your reporting options, navigate from Administration Tools > Reports. Select what report type you'd like to view from the top menu.

 

Breakdown of Reporting Types

1. Overview (Headcount) 

The headcount filterable dashboard is designed to show you the total headcount of your employees over the last 12 months. Learn more about how we calculate your headcount numbers here.

  • A graph of headcount changes over the last year
  • Date filter option for you to adjust the time frame shown
  • Breakdown of headcount by Department, Location and Employment Status
  • An export function (using the upper right-hand corner Actions button) to export your data to a .CSV

Pro tip: Team members will only be accounted for on this page if they are active team members, meaning their start date has passed and they have not left your company. Learn more about employee stages here.

 

2. Turnover Report

The turnover filterable dashboard is designed to show the total number of employees who have departed your organization over the last 12 months. Learn more about how we calculate your turnover numbers here.

  • A graph of turnover changes over the last year
  • Date filter option for you to adjust the time frame shown
  • Breakdown of headcount by Termination Type, Length of Service, and Rehire Eligibility
  • An export function (using the upper right-hand corner Actions button) to export your data to a .CSV

 

3. Profile Info Report

This report gives insight into all employee data stored within Sapling. Common use-cases include: reporting on role data like Job Title or Manager, a report on custom profile data like food allergies/gender/t-shirt size/blood type, or a report on compensation and salary data.

To create a new Profile Info Report, navigate from Administration Tools > Reports > Profile Info. Click "Create Report" in the upper-righthand corner.

With a profile field report, you can report on information across the entire Sapling app, including tables and profiles. These reports are filterable by: 

  • Employee groups (departments, locations, and employment status, and any other additional group created)
  • Time (for example, last quarter)
  • Managers

 

4. Time Off Report

For customers who are utilizing Time Off tracking in Sapling, this report is used to reflect all key Time Off balance and request data. Common use-cases include: pulling a report on remaining balances, total accruals, time used, time scheduled, or all adjustments made for each time-off type during a specified time period.

To create a new Time Off report, navigate from Administration Tools > Reports > Time Off. Click "Create Report" in the upper-righthand corner.

This report type is filterable by:

  • Employee groups (departments, locations, employment status, and any other additional group created)
  • Time (for example, last quarter)
  • Accrual type (unlimited time off, or accrued policies)
  • Policy type (vacation, sick time, parental leave)

Pro tip: When a team member requests Time Off and then cancels it, the time is credited back to their leave account.

For example: Nick the new hire requested time off for July 10th. His schedule changed and he no longer took that day off, and he remembers to cancel the request on July 15th. His time added back is accounted for in the “adjustment” report column – making it extra clear to payroll that he should still receive payment for that day.

For more on Time Off and Time Off Report, check out Sapling - Recommendations for Rolling Out Time Off.

 

5. Workflows Report

Workflow reporting allows you to run a report on active tasks in your Sapling account. Common use cases include: auditing your tasks, auditing a particular team member's task , or the whole company's tasks for insights on what tasks might get commonly skipped.

To create a new Workflows report, navigate from Administration Tools > Reports > Workflows. Click "Create Report" in the upper-righthand corner.

This report type is filterable by:

  • Due Date Range (for example: all tasks that were due last week) 
  • Task Status (In Progress, Completed, Overdue) 
  • Task Owner (All locations, departments, or employee status) 

 

6. Field Changes Report

Field Change reports allow you get a quick insight on changes to certain fields in your Sapling account. Common use cases include: tracking payroll updates, address changes, or providing auditors a record of your change history process.

To create a new Field Change report, navigate from Administration Tools > Reports > Field Changes. Click "Create Report" in the upper-righthand corner.

You’ll then be able to create a new report and be navigated through the setup, selecting what fields Sapling should track changes in.

*Note: at this time the timestamp date will in relation to the effective date. For example, if you make a change on September 16th with an effective date of September 25th, then the field changes report will showcase the change as of September 25th.

 

7. Documents Report

With a document report, Sapling makes it easy for you to see the status of all assigned documents. Common use cases include a report on all still-to-be-signed documents or a report on completed documents during a certain time period.

To create a new Document report, navigate from Administration Tools > Reports > Documents. Click "Create Report" in the upper-righthand corner.

You can filter your document report by:

  • Status (In Progress, Completed) 
  • Assignee (Location, Department, or Employee Status)

What each status means in the document report:

> 'assigned' status in the report > 'Ready for Signature' documents

> 'signed' status in the report without 'Completed At' date > Employee signs the document and waiting for the co-signer to sign it

> 'signed' status in the report with 'Completed At' date > This is for single signer documents and when the employee completes signing the document

> 'all_signed' status in the report > Both employee and co-signer finished signing the document

> 'request' status in the report > 'Incomplete' document uploads

> 'completed' status in the report > Completed document uploads

> 'preparing' status in the report > This is when you assign the document to the employee and Sapling is working behind the scenes to customize it

> 'emp_submitted' status in the report > Employee finished signing the document but it is still being processed at the backend.

 

8. Point in Time Report

Check our Point in Time Reporting help article for step-by-step instructions here.


9. Surveys Report

To review survey responses, you run a customized report that summarizes overall survey results (either the entire survey or specific questions from that survey).

To create a new report, navigate from Administration Tools  > Reports > Surveys and select “Create New Survey Report.” From there, select what overall survey or specific survey questions you’d like to report on, and select any additional fields (like name or company email) you’d like to include as well.

 

 

Pro Tips💡

Here are a few common tips regardless of the report type you're using:

  • All reports can be exported directly to a .CSV or Google Sheet, some multi-worksheet report types export to Microsoft Excel
  • If encountering issues with User IDs, ensure the character set is Unicode (UTF-8)
  • Reports can be scheduled to be sent to a specific individual(s), permission groups, or SFTP sites
  • You can further filter your results on some report types by stage groups: Onboarding, Active Only, Offboarding, Inactive Only, or All Team Members...
    • 'Onboarding' filter includes team members with stages:
      • Invited: When the new hire has been sent an invitation to Sapling, but has not yet clicked the link and begun preboarding.
      • ‍Preboarding: This is when a new hire has started preboarding, but is not finished with their preboarding experience.‍
      • Pre-Start: When new hires have completed preboarding activities, but have not had their first day.
    • 'Active Only' filter team members with stages:
      • 1st Week: New team member's first week of employment. ‍
      • 1st Month: Days 8 - 30 of activity.‍
      • Ramping Up/1st year/2nd year/so on: Day 30+ 
    • 'Offboarding' filter includes team members with stages:
      • Last Month: The individual is in their last month at the organization.‍
      • Last Week: The individual is in their last week at the organization.‍
      • Departed: Will show individuals who have departed in the last 30 days.
    • 'Inactive Only' filter includes team members that have been offboarded from Sapling completely and are inactive in Sapling. 
    • 'All Team Members' filter includes all team members regardless of their stage in Sapling. 

FAQs

  • Question: When I choose fields when creating a Report, I can drag and drop the fields to specify the placement of columns in the report. However, when I select a whole table (e.g. Role Information) I can't choose the placement. How's the order defined in this case?
    • Answer: Great question! The field which was created first will come first in the order and so on. 

  • Question: Why are values in exported reports enclosed in apostrophes if there is a + sign in the beginning? For example, a Mobile Number field such as +604 123 4567 might be exported as '+604 123 4567'.

    • Answer: Sapling’s reports are exported as .csv files, even if you select the “Open in Google Sheets” option. When exporting to .csv, certain characters will be enclosed with apostrophe marks to prevent script execution when opened in Excel. This happens when:

      - The column is defined as type "text" in the data model, and

      - The first character of the text is one of the following: =, @, +, -

    • Apostrophes can be removed with the “SUBSTITUTE” formula in either Excel or Google Sheets - learn more about how to use it in Google Sheets here. 
      • Example: if the field in question is A1, then the formula to extract the value with the apostrophes removed is
      • =SUBSTITUTE(A1,"'","")

         

  • Question: Why do some reports download immediately while others are emailed to me?
    • Answer: Some reports take longer to generate than others, depending on the volume of data included. If the filters on your report result in more than a certain number of rows returned, the report will be queued to run asynchronously and emailed to you. The rules vary by report type:
      • Profile information report type: emailed if more than 300 expected rows
      • Time off report type: emailed if more than 500 expected rows and the time off requests belonging to the users in the report is also greater than 500 rows
      • Documents report type: emailed if more than 300 expected rows
      • Workflows report type: emailed if more than 100 expected rows
      • Field changes report type: emailed if more than 300 expected rows
      • Point in time report type: emailed if more than 300 expected rows
      • Survey report type: emailed if more than 100 expected rows
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