Reporting & People Analytics: Headcount, turnover and absence in reports with clear definitions

Who is it for, and what problem does it solve?

The reporting module is for businesses that compile HR data by hand from spreadsheets for management meetings and get different numbers for the same metric from different people. For example, is “headcount” the number at month end or the month's average? If the definition is not written down, two correct calculations give two different results, and the meeting is spent arguing about the data.

• HR manager: gets the monthly HR summary from a single page and compares each month on the same measure, with metrics whose definitions are written on screen.
• General manager and finance manager: follow headcount, the hiring and exit trend and payroll cost over the last 12 months.
• Team manager: sees only their own team's leave usage and lateness and absence summary.

What does the reporting and people analytics module do?

The module turns data already entered in other modules into reports, with no separate upload. Reports only read; they never change a record.

• Six ready-made reports: headcount; hires, exits and turnover; leave; PDKS summary; seniority and age; payroll cost.
• Definitions written on screen: the top of each report states what is counted, by which date and with which formula; the definitions are fixed.
• Period selection and breakdowns: depending on the report, a day, month or year is selected; headcount is broken down by department, position and employment type. Filtering reports by department or position is coming soon.
• Table and bar view: in each section, a titled table is the primary source; distribution tables also show the same data as bars, which only make browsing easier.
• Visibility by permission: the company owner and HR see the whole company, and team managers see themselves and their team; payroll cost also requires payroll permission. Permissions are managed in the Roles, Permissions & Security module. Today, a user who can see a report can also download its CSV; a separate download permission for roles is coming soon.
• Small-group rule: in age, seniority and payroll cost by department, groups smaller than three people (including empty groups) are shown as “hidden”; one more group is also hidden so that the hidden value cannot be worked out from the total. In payroll cost, the amounts for a month with finalized payroll for fewer than three people are hidden as well. The threshold is three and fixed.
• CSV download: each report is downloaded as CSV with Turkish or English headers; every download goes into the audit log.

Coming soon to this module: recruiting, performance and training reports, building list reports by selecting fields, adjusting metric definitions per company and splitting exits into voluntary and involuntary. Statutory reports such as Türkiye İş Kurumu (İŞKUR, the Turkish Employment Agency) notifications and quota tracking are also described among the upcoming modules on the Compliance & Reporting category page.

How does it work?

Getting a report takes four steps and needs no separate data preparation.

1. Data comes from the modules. Employee cards, leave requests, the attendance ledger and finalized payrolls flow into reports automatically.
2. Open the report and select the period. On the reports page, select the day, month or year in the relevant section; the definition appears at the top of the section.
3. Review the table. Read the numbers by department, position or group from the table; the explanation of hidden values is next to the table.
4. Download as CSV. Get the report as a CSV file with Turkish or English headers; the download is written to the audit log.

Why can headcount and turnover give different results?

When the same data gives different results, the reason is usually a difference in definition, not in calculation. Figures taken from different sources, such as PDKS or payroll, will not match unless the following choices are written down:

• Whether headcount uses a specific day or the average for the period
• Whether an employee on their leaving date counts as working that day
• How employees who join and leave within the same month are counted

In Sora İK these definitions are fixed: headcount is the number of employee cards whose start date has passed and whose leaving date has not yet passed on the selected day; the leaving date counts as the last working day, and whether the employee has a login account does not matter. Turnover uses the average of the start- and end-of-month figures. Active employees counted for the plan limit are defined differently: all employee cards whose leaving date has not passed are counted, including cards whose start date has not yet arrived. That is why the two numbers can differ; plan limits are on the pricing page.

How do reports protect employees' personal data?

Reports show aggregate numbers, not lists of people; even so, in small groups a person's age or pay could be inferred from a number. That is why, in age, seniority and payroll cost by department, groups smaller than three people, including empty groups, are hidden. Because a hidden value could be worked out from the total, one more group in the same table is hidden too. Reports cover only as much data as the user's permissions allow, and separation between companies is also enforced at database level. Hosting and access rules are described on the security page.