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Create Custom Reports

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Custom reports in Leapsome allow admins to build flexible, tailored data reports using any employee attribute stored in Leapsome, including custom attributes. Reports can capture a snapshot of employee data at a specific point in time, or track changes to attributes over a defined period. Once created, reports are stored under 'Analytics' > 'Reports', where they can be shared with specific groups, exported, or set up for automatic delivery on a recurring schedule.
 

When to use this feature

Use custom reports when you need a structured, repeatable view of employee data that goes beyond the pre-built dashboards in Leapsome Analytics. Common use cases include:
  • Generating headcount or org structure snapshots for leadership or board reviews
  • Tracking salary changes, promotions, or team transfers over a specific time period
  • Auditing employee attribute changes for compliance or regulatory purposes
  • Sharing compensation, absence, or custom attribute data with specific stakeholders
  • Automating recurring data exports to external tools or providers

How to create a custom report

Navigate to 'Analytics' from the left-hand menu, select 'Reports', and click '+ New Report'. The report creation flow is split into three tabs: Basics, Details, and Delivery (optional).
 

Step 1: Basics

In the Basics tab, configure the following:
  • Title: give your report a clear, descriptive name for easy identification.
  • Badge: select a badge to visually categorize the report.
  • Description: add context about the report's purpose or contents.
  • Visible to: define which users can view this report and its data.

Configuring visibility groups

Visibility groups define which users can see which data in the report. All data is visible to all super admins by default.
 
Please note: users within a visibility group can access all data they are given access to view in the report, even if read-access settings for specific attributes would normally restrict their visibility. Pay attention when sharing reports that include sensitive data such as salary or compensation fields.
 
To add a new visibility group, click '+ New visibility group' and configure the group members and data scope.
 

Step 2: Details

In the Details tab, configure the report type, schedule, employee conditions, and columns.

Report type

Select the report type that matches your use case.
Snapshot: Returns employee data as of a specific date. Use this when you need to see the state of your workforce at a particular moment, for example for a payroll export or a monthly headcount check.
  • Set the snapshot date to define which date the data is pulled from.
  • Set the schedule to define how often the report is regenerated (once, weekly, bi-weekly, monthly, every X months, or last day of the month).
Change history: Returns a log of changes made to selected employee attributes within a defined date range. Each row shows the effective date, the old value, the new value, and who made the update. Use this for audits, salary progression tracking, or compliance reporting.
  • Set the date range to define the time period to pull change history from.

Conditions

Use conditions to filter which employees are included in the report. Click '+ Filter' to add one or more conditions, for example filtering by status, team, location, employment type, or custom attributes.

Columns

Select which employee attributes appear as columns in the report. 'Employee' and 'Email' are included by default. Click '+ Add column' to add any additional attribute available in Leapsome, including custom attributes, compensation data, or any other employee field.
 

Step 3: Delivery (optional)

The Delivery tab is optional. Use it to configure automated delivery of the report to external recipients or servers each time the report runs.
 
Please note: if the report schedule is set to 'Once', it will be generated and delivered to all configured channels immediately upon saving.
 
For a full guide on setting up scheduled report delivery, see Send Scheduled Reports via Email and SFTP.
 

Sending via email

  • Check the Email checkbox under 'Delivery channels'.
  • Enter one or more recipient email addresses, separated by commas.

Sending via SFTP

  • Check the SFTP checkbox under 'Delivery channels'.
  • Click 'Configure destination' to enter your SFTP server credentials or select a saved destination.

Export settings

Configure the format of the exported file:
  • File format: .csv (default) or .xlsx
  • Date format: YYYY-MM-DD (default), DD.MM.YYYY, or MM-DD-YYYY

Enable field renaming: Toggle on 'Enable field renaming' to customize the column header names in the exported file. This is useful when the recipient system requires specific field names that differ from Leapsome's default attribute names.

Managing existing reports

All saved reports are accessible under 'Analytics' > 'Reports'. From here you can:
  • Apply filters to narrow down data by team, location, timeframe, or other attributes, without changing the report configuration
  • Click 'Edit' on any report to update its title, conditions, columns, schedule, or delivery settings
  • Download a report as a .csv or .xlsx file at any time

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