The Staff Listing Report has been enhanced to provide a more detailed overview of staff information in a single export. This article explains how to generate the report, understand the new columns, and interpret the data for payroll, compliance, and workforce management.
This article is intended for Super Admins, Admins, and Managers with permission to view HR details.
Before generating the report, ensure:
- You have access to Reports
- You have permission to view HR details if you need access to sensitive employee information
- You have permission to view wage information if you need payroll-related columns
- You have a Manager, Admin, or Super Admin access privilege
Without the correct permissions, some columns will not appear in the export.
How to Generate the Staff Listing Report
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Open Reports > Staff Reports
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Select Staff Listing
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Click Generate Report.
The system will generate and download an Excel export containing active staff information. The export includes both existing staff data and newly added columns.
Understanding the New Report Columns
The enhanced Staff Listing Report includes several new columns to improve visibility across staffing, payroll, and compliance data.
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Employee ID - pulled from the Organization> Staff > Employee Details > Employee ID section
- First Name and Last Name columns
- Known as First Name and Known as Last Name columns - These are optional fields to use for aliases or the staff member’s preferred or commonly used name.
- Subcontractor - This indicates if a staff member is tagged under a specific subcontractor in the Oganization > Staff > Employee Details >Access Privileges section.
- Phone Number
- Has Account - This indicates if the Guardhouse account is active, invited and waiting to be activated, or not yet invited.
- Access Privilege - This column can be filtered to show what type of access privilege a staff member has been assigned (Super Admin, Admin, Manager, or Employee). This helps administrators quickly identify users with elevated system access.
- Gender - This column can be used to filter the different genders available in the system and the employees under them (Male, Female, Other).
- HR Details:
- Date Added - This column shows when the staff profile was created in Guardhouse. This can help teams track onboarding activity, identify recently added staff, and review workforce growth.
- Latest Shift Date - This column displays the most recent shift allocated to a staff member. This can help managers identify inactive staff, review recent workforce activity, and audit staff engagement.
- Date Added - This column shows when the staff profile was created in Guardhouse. This can help teams track onboarding activity, identify recently added staff, and review workforce growth.
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- Emergency Contact
- Emergency Number
- Address
- City
- State
- Post Code
- Employment Status - The Employment Status column pulls information from the HR Details section of the staff profile. Some examples may include full-time, part-time, casual, and contractor.
- Bank Details - The report now includes bank details that allow payroll teams to review banking information directly from the export.:
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- Bank Name
- Account Name
- BSB / Sort Code / RTN
- Account Number
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- Security Licence and Expiration Date - These sections are helpful when determining staff members without licence numbers. It includes:
- Security Licence
- Expiry
- State
- Pay Details - The report now includes payroll-related configuration details, including:
- Pay Calendar - shows if a staff memeber has an allocated pay calendar
- Pay Template - shows if a staff member has an allocated pay template
- Max Hours Rule
Note: The Max Hours column only appears if the Max Hours feature is enabled for the company.
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- For AU companies, the column displays as State and Post Code
- For UK and Ireland companies, the column displays as County Licence Type and ZIP Code
- Onboarding Requested - This indicated is a staff member has been sent an onboarding request
How to Apply Filters
You can apply filters to sort the data you need as needed. To apply filters:
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Go to Data Tab
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Click on Filter
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Select the Column you want to sort out and click the arrow in that header column.
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Choose the Filter you want to apply.
