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Reports

StaffBrik provides five core reports to help you understand your staffing costs, absence patterns, and holiday usage. Open them from StaffBrik > Reports, where each has its own tab: Weekly wage, Day analysis, Absences, Employee costs and Time off. Each report can be filtered by date range and location, and exported to CSV for use in spreadsheets or sharing with your accountant.

Filtering and export​

All reports share common controls:

  • Date range - Select a start and end date, or use a preset (Last 7 days, Last 4 weeks or Last 3 months). The Weekly wage, Day analysis and Employee costs reports always cover whole rota weeks, starting on the week start day set in StaffBrik settings, so a range that begins or ends mid-week is widened to the full week. Employee costs says so when it has widened your dates. Typing one date never changes the other. While the start is after the end (or a date is half typed), the reports keep the last range you picked and say "Pick a start date on or before the end date. The reports show the last range you picked." Presets and Reset set both dates.
  • Location - Filter to a specific site if you operate multiple venues. Leave blank to see all locations combined: budgets and forecasts are added up across every site's rota for the week. A combined week shows "No budget" if any site with actual labour that week has no budget set, so you are never comparing one site's budget against every site's cost. A site you have closed keeps a "(closed)" tab after your live sites, so its reports stay readable.
  • CSV export - The export button at the top of the page downloads the report you are looking at, for the same dates and location. The file is named after the dates it actually covers, so for the weekly reports that is the whole rota weeks. A name, role or label that starts with =, +, -, @, a tab or a carriage return gets a leading apostrophe, so Excel or Google Sheets opens it as text and never runs it as a formula. This applies to every report CSV, the timesheet CSV and the Pay Rise Planner CSV. Negative amounts stay as numbers.

After a change of week start. If you changed your rota week start, a rota made under the old week start is split into the new weeks its days fall in. Its budget is shared out by its daily forecast (or evenly), and its forecast counts on its own days in the Day analysis. Where a newer rota at the same site covers the same days, only the newer one's budget and forecast count.

How actual labour is counted​

The Weekly wage, Day analysis and Employee costs reports all count actual labour the same way, so their totals agree with each other and with the rota page:

  • Published shifts only. Draft shifts are a plan, not labour. A rota with nothing published and nobody clocked in adds no actual cost.
  • Clock-ins where staff clocked in. Once a day is over, anyone who clocked in and out that day is costed from their clock-ins instead of their shifts, so an early finish, a late one or someone who came in without a shift all count. Anyone who did not clock in keeps their published shifts. If your team does not clock in with StaffBrik (or uses another app for it), the reports are your published rota, so keep it up to date when plans change on the day.
  • Leave is swapped for what you pay. A shift covered by a logged absence or approved time off is taken out, and what you pay for that day is counted instead: Statutory Sick Pay for sickness, and the paid hours at the employee's base hourly rate for holiday and other paid time off. Both have the employer NI and pension on them, added once.
  • Open shifts count once claimed. An open shift nobody has taken has no cost and belongs to nobody.

For a multi-site business, leave follows the person and its cost follows the site: someone off sick has their shifts taken out at every site, and their SSP is counted once, at the location set on the absence. Approved time off works the same way, with its holiday pay counted at the site chosen when it was approved.

For the same dates and location, the Employee costs total always matches the Weekly wage actual total.

The Employment Allowance in reports​

If you've told StaffBrik you claim the Employment Allowance, the reports take it off actual labour, pay day by pay day, the way payroll does:

  • Weekly wage shows the allowance and the cost after it, week by week. Budget and variance stay before the allowance. See With the Employment Allowance below.
  • Day analysis works each wage % out after the allowance, with the figure before it alongside. See Day analysis with the Employment Allowance.
  • Employee costs stays at the full cost: the allowance belongs to the business, not to any one person.

For UK businesses, the Weekly wage and Day analysis CSV exports have Employment Allowance (£) and Cost after allowance (£) columns. If you don't claim the allowance, or answered Not sure, the reports look as they always have, and in the CSV the allowance reads 0.00 and the cost after it is the full cost. If StaffBrik can't work the allowance out when you open or export a report, the report shows the full cost and the CSV leaves those two columns blank, rather than 0.00, which would look as if no allowance had come off. Viewers see the reports at the full cost, and their CSV exports don't have the allowance columns.

1. Weekly wage report​

The Weekly wage report shows your labour costs week by week, compared against your budget.

The summary cards:

  • Budget (N of M weeks) - the total of your weekly budgets, with "Weeks with a budget set" under it. With no budget in the period, it shows "–" and "No budget set".
  • Scheduled - every shift on the rotas, drafts included, before any adjustment. When some of it is still in draft, the card says how much is not published.
  • Actual cost - actual labour: published shifts, with leave swapped for SSP and holiday pay. Underneath, it shows how it got there from Scheduled, for example "-£180.00 not published -£96.00 covered by leave +£64.00 SSP +£48.00 holiday pay".
  • Variance - actual cost minus budget, and the percentage over or under, for the weeks that have a budget only. When only some weeks have one, the card adds "£X actual in those weeks", and a note under the totals says "Budget and variance cover the N of M weeks with a budget, where actual cost was £X."
  • Avg weekly - the average actual cost and hours per week.

The weekly breakdown has one row per rota week with its Budget, Scheduled, Adjustments, Actual and Variance, and a status: Over when actual labour is above budget, On track when it is under by less than 5%, and Under otherwise. The adjustments column always adds up: Scheduled, less the cost not yet published and the shifts covered by leave, plus SSP and holiday pay, gives Actual.

Weeks that are not published yet. A rota that has draft shifts and nothing published has no actual labour, so comparing it with its budget would look like a large underspend. Instead:

  • A week where nothing is published shows Not published rather than a variance.
  • When some locations have published and others have not, the budgets of the unpublished ones are left out of the comparison, and the row says "Leaves out 1 location not published". If a location that has published has no budget, the week shows No budget with the same note.

A week only shows a budget, variance or wage % when every site and day with labour that week is planned by a rota with a budget (or a daily forecast, for the Day analysis). Otherwise it reads as no budget or no forecast, never a part comparison. A week whose budget is £0 reads as having no budget.

The CSV export has a row per week with the budget, actual cost, variance, actual hours, shifts, employees and whether it was over budget, plus the cost not yet published and the number of locations not published, with totals at the end. For UK businesses, Employment Allowance (£) and Cost after allowance (£) columns follow the actual cost (see With the Employment Allowance). The TOTAL row leaves budget and variance blank when no week has a budget. Two more rows follow: "Budget and variance cover, N of M weeks", and, when there is a budget, "Actual in budgeted weeks (£)".

Use it for: Weekly P&L reviews, spotting overspend early, justifying staffing changes to owners or investors.

tip

Review the Weekly wage report every Monday morning, after the week's rota has been published. If last week's labour came in above budget, you can adjust this week's rota before the costs are locked in - rather than discovering the overspend at month-end.

With the Employment Allowance​

When the period has any Employment Allowance in it:

  • The Actual cost card adds a line such as "Employment Allowance −£600.00, after allowance £9,400.00". The actual cost includes holiday pay and SSP, so the whole allowance comes off it.
  • The weekly breakdown adds Allowance and After allowance columns after Actual, and the totals do the same. In the week the allowance runs out, owners and admins see a line under its After allowance figure saying why it steps up: "The Employment Allowance runs out with the 12 Sep pay day. From then employer NI is paid in full, so the figure after the allowance steps up."
  • Budget, Variance and the status stay before the allowance, like the budget on the rota.

Owners and admins also see the balance line at the top of the report, for example "Employment Allowance: £7,260 left. At this rate it covers your employer NI until 5 April." When the balance is an estimate because some weeks have no rota, it says so, with Correct it to enter a newer figure from your payroll.

2. Absence report​

The Absences report gives you a complete picture of absence across your team.

What it includes:

  • Total absences by category (standard sick, disability-related, approved medical, compassionate, unauthorised).
  • Absence frequency and duration for each employee.
  • Bradford Factor rankings - employees sorted by their Bradford score, with those above the threshold highlighted.
  • Return to Work status - which absences have a completed RTW, which are still pending.
  • Day-of-week analysis - are absences clustering on particular days?

Filtered to one site, the report counts the absences logged at that site, which is also where their SSP was costed, not the absences of staff whose home site it is now. Return-to-work alerts and the "RTW needed" list leave out staff who have left.

  • Days in the period. Total days, days by category, the average and the SSP cost count only the days inside the period. An absence wholly inside it keeps its own SSP total. No SSP is counted on a day paid as holiday.
  • Top Bradford scores (badged "Last 12 months") and the High Bradford count use each person's rolling 12-month score and follow the location tab. The count is everyone at or above the threshold, not just those in the list.
  • Pending RTW conversations lists every RTW still outstanding ("Everything still outstanding, not only this period"), whatever the dates. That includes disability-related and approved medical absences, and people still off, marked Still off. Under a location tab it lists absences logged at that site.

Use it for: Identifying absence patterns early, preparing for welfare conversations, supporting formal absence management processes, reporting to senior management.

info

The Absences report respects the Bradford Factor exclusion rules. Disability-related and approved medical absences are shown in the report for completeness but are clearly marked as excluded from Bradford calculations.

3. Employee cost report​

The Employee costs report shows what each person cost in the period, using the same actual labour figures as the Weekly wage report.

What it includes:

  • Summary cards - the number of employees on the team in this period, total hours, total actual cost, and absences.
  • Per-employee rows - hours worked and number of shifts, the difference from their contracted hours for the period, actual cost with the average cost per hour, absences, and their Bradford Factor score.
  • Sick and holiday pay - when someone's cost includes SSP or holiday pay, their row says how much, for example "incl. £84.00 SSP and holiday pay".
  • Location tabs - filtered to one site, the report lists that site's people: those whose primary location it is, or who had shifts, pay or absences there in the period. Absences are the ones logged at that site, counting only the days inside the period.
  • Bradford Factor - each person's rolling 12-month score, the same number the Absences page shows, and "Above threshold" uses your threshold from Settings.
  • Small details - someone who worked exactly their contracted hours shows a variance of 0.0h, averages round to the nearest penny, and someone with hours but no pay rate shows "£0.00/hr".
  • Leavers - staff who have since been archived still appear for any period they had shifts or absences in, marked Archived, so their wages stay in the totals. Their name still opens their profile.

The report covers whole rota weeks, like the Weekly wage report, so the two totals agree for any filter. When your dates have been widened to whole weeks, the report says which dates it covers.

The CSV export adds a split of each person's cost into shift cost, SSP and holiday pay, and a status column that reads Archived for leavers.

Use it for: Understanding where your money goes, comparing cost per head across roles, checking hours against contracts, and seeing what sickness and holiday cost you.

tip

For the true hourly cost of employing someone (base rate plus employer NI, pension and holiday), see True Cost Explained and the New Hire Calculator.

4. Time off report​

The Time off report tracks holiday entitlements and usage across your team.

What it includes:

  • Each employee's total entitlement, days used, days pending, and days remaining.
  • Carryover days from the previous year (if applicable).
  • Holiday usage by month - spot periods where nobody is taking holiday (a risk for burnout) or where too many people are off at once.
  • Employees approaching year-end with significant unused entitlement - these may need prompting to book their remaining days.

Hours and cost cover only the days of each request that fall inside the period, so a fortnight's holiday across two months is not counted twice. Time off by type shows approved hours only ("Approved hours in this period"), with each type's share of them. The CSV headers are Requests, Approved Hours, Approved Cost (£) and % of Requests.

Zero-hours and casual staff have no fixed allowance, because their holiday pay is built into their hourly cost (see Holiday entitlements). The report shows "Holiday paid in hourly rate" for them, on screen and in the CSV, instead of an allowance of 0 and a negative balance.

Use it for: Ensuring employees take their full entitlement, planning for year-end rushes to use up remaining days, verifying entitlement calculations for payroll.

caution

Employees who do not take their statutory holiday entitlement cannot simply forfeit it (with limited exceptions). If you notice team members with large unused balances approaching year-end, encourage them to book time off. This is both a legal and a wellbeing issue.

5. Day of week analysis​

The Day analysis report shows how your wage percentage behaves on each day of the week, so you can see which days are staffed efficiently and which are not.

Each day's wage % is that day's actual labour as a share of its forecast revenue, so it needs a revenue forecast on the rota, set in the budget dialog. A weekly total is split evenly across the days, so Daily entry gives a truer picture.

What it includes:

  • Summary cards - the number of weeks in the range, how many have a daily forecast, your target wage %, and your best day on average.
  • Day comparison - the average wage % for each day of the week, against your target.
  • Weekly heatmap - every week by day, coloured by wage %.
  • Day trend - pick a day to see its wage % week by week.

A week whose rota has draft shifts and nothing published has no actual labour yet, so its forecast is left out and it shows no wage %. The summary counts these as "weeks not published", and their heatmap cells say Not published when you hover over them.

The CSV export has a row for each day with Avg Wage %, the average and total cost, hours, weeks and shifts, then the heatmap of each week's wage % by day. For UK businesses it also has Avg Wage % before allowance, Employment Allowance (£) and Cost after allowance (£) columns (see Day analysis with the Employment Allowance).

Use it for: Optimising your rota template, identifying overstaffed or understaffed days, supporting conversations about shift patterns.

tip

If your Day analysis shows that Tuesdays are consistently overstaffed relative to revenue, consider reducing hours on that day and redeploying them to busier days. Even small adjustments - removing one 6-hour shift per week - can make a meaningful difference to your labour percentage over the course of a year.

Day analysis with the Employment Allowance​

If you claim the Employment Allowance, every wage % in the report is after it: the best day, the day comparison, the heatmap and the day trend. The figure before the allowance is shown with it: under each day's average (for example "31.2% before the allowance"), under the best day and each week in the day trend, and in each heatmap cell's hover. The day comparison then reads "Average wage % by day of week, after the Employment Allowance", with a line under it such as "Labour cost £5,600.00, Employment Allowance −£350.00, after allowance £5,250.00 across these days."

In the CSV, Avg Wage % and the heatmap are after the allowance, and Avg Wage % before allowance gives the figure before it.