COVID-19: Create a report to monitor the capacity of your offices

Having created custom types of leave and giving our employees the option to request "work from the office" or "work remotely," we can go further and create reports to monitor our offices' capacity with all the data that Factorial offers us.

Have Office Work requests been approved? Since what day has JeanFranco been in the office? During the week, who will be present in the office? We will ask ourselves many questions on the way back to the office; these questions we can resolve simply by creating a report through Factorial. 

Thanks to the reporting functionality, this is possible! 🎉 In this article, we will explain how to make a report to have all the information at your fingertips.

How do we create a report to monitor the capacity of our offices?

Although it seems complicated, you will see that it will be quite straightforward. To create this type of report, previously, we had to create the absence types "work in the office" and "work remotely" to detect which employees are working in which location.

Once we have created it, and our employees have started requesting these absences, it is time to track this data.

First of all, we will go to the Reports section, which you will find in the left side menu.

Once we are in reports, we will click the "+" button that we have at the top right, and we will create our personalized report.


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Once we click on the custom report, a view will appear to create the report from scratch.

To make the desired report, we must follow the following steps that we detail below:

  1. Fill in the name of the report (to your liking). We will appoint Capacity Control in the office. 
  2. We will select the type of report that we want; in this case, we will choose the Table since we are interested in the information being grouped in a table.

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  3. Next, we will select the data from the Table. Ideally, we will choose the data that we show you in this screenshot 👇🏼, but you can add more information. These data will help us to know: The employee in question, in which office he is, if the absence is approved or not, when the absence begins and when it ends, and the type of absence (Very important!)

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  4. Once we have these data selected, we will see that our Table takes shape. But you will see that all the absences that the employees have requested appear ... drama! 😱 But for this, we have the filters! We will have to add a filter. We will add the Absences filter> Absence Type> Equal to = Working in the office. We will put "Working in the office" because it is the name of the absence, but you must put the same name for the type of absence you have created so that the reporting system can detect it.

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  5. Once we have applied the table data and the filters' data, we will see the finished table created on the right-hand side.

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  6. Once the report is created, we click on "Save panel 💾to save it in our reports dashboard, and we can have it available whenever we want. 

The report will be stored in our Factorial account, and we can access it at any time. Finally, we can download the mentioned report in CSV format to be able to transform it into excel and have this data collected in a file, if we need to send it to managers or supervisors of absence. To download the CSV file, click on the download icon that you will find next to the "Save panel."

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In this way, at any time, we will have access to monitoring the capacity of our offices.