Building a Custom Report

About this article: This article explains how to fully customize your report using the report builder, from configuring date ranges and filters—including the payroll setting for overnight shifts—to managing columns and organizing data through custom rows, sections, and sort orders.

To create a custom report, we must edit an existing PickTrace Template report. First, a report Template to get started. To access Reports, Navigate to the Reports Page, and select a Template under "PickTrace Reports".

Setting the Date Range

Every report starts with a date range. Set it using the Start Date and End Date fields at the top of the report builder.

To select a date range:

1. Click the Start Date field. A calendar picker opens.
2. Click your start date, then click your end date. The range highlights between them.
3. To use a preset, click one of the shortcuts: Today, Yesterday, Last 7 Days, Last Week, Last 30 Days, or Last 3 Months.

Important: Every time you open a report — including a saved report — the date range resets to today's date. You must re-set it manually each session. To avoid this, set up a report schedule instead.

Filter on Payroll Date

By default, the date range filters by the date work was performed. If your organization has workers on overnight shifts, this can cause timecards that cross a payroll day boundary to appear on the wrong day.

To filter by payroll attribution date instead of work date:

1. Scroll to the Configuration section in the report builder.
2. Turn on Filter on Payroll Date.

With this setting on, the date range filters by which payroll day the work is attributed to — not the calendar date it was performed. This is critical for overnight shift accuracy.

Report Filters

The Filters section narrows the dataset before the report runs. By default, all data in the selected date range is included.

All filter fields support multi-select — type to search, then select one or more values.

Available Filter Dimensions

Filter	What it narrows
Employers	Limits to selected employer entities
Crews	Limits to selected crews
Employees	Limits to specific employees
Employee Groups	Limits to selected employee groups
Sites and Locations	Limits to selected fields or blocks
Jobs	Limits to selected job types
Work Bundles	Limits to selected work bundles
Pack Styles	Limits to selected pack styles
Crops and Varieties	Limits to selected crop/variety combinations

Two additional report toggles control the scope of employees and job types included:

• Employee scope: All Employees | H2A Only | Non-H2A Only — based on the H-2A flag set at the employee level.
• Job type scope: All Jobs | Piecework Only | Non-Piecework Only — limits the report to piecework or hourly jobs respectively.

Building a Custom Report: Row Structure (Rows, Sections, and Sorting)

The Rows & Sections section of the report builder controls how data is grouped and presented. It has three sub-controls: Create Rows By, Create Subtotaled Sections By, and Sort Rows and Sections By.

This is the most powerful — and most complex — part of the builder. Getting it right determines whether your report gives you one line per employee, one line per day, or one line per employee-per-day-per-location, or any variation preferred by the user.

Reports: Create Rows By

Create Rows By determines what each row in your report represents. Every attribute you add here creates one line item per unique value of that attribute.

Examples:

• Add Date → each calendar day becomes its own row.
• Add Employee Name → each employee becomes their own row.
• Add Date + Employee Name → each unique date-and-employee combination becomes its own row.
• Add Date + Employee Name + Site + Location + Job → each unique combination of all five becomes its own row.

Removing an attribute collapses its values. For example: if you remove Job from Create Rows By, all jobs for an employee on a given day are combined into one row — morning job and afternoon job are aggregated together.

Reports: Create Subtotaled Sections By

Create Subtotaled Sections By groups rows into labeled sections. Each section gets a subtotal row at the bottom that aggregates all column values for the rows in that section.

Important: Any attribute you use in Create Subtotaled Sections By must also be present in Create Rows By. If the attribute is not in your row structure, the section grouping will not work correctly.

Example:

• Create Rows By: Employee Name
• Create Subtotaled Sections By: Date

Result: The report shows each date as a labeled section. Within each date section, every employee appears as a row. A subtotal row at the bottom of each section sums all column values for that day.

Reports: Sort Rows and Sections By

Sort Rows and Sections By sets the sort order for your report.

• You can sort by multiple fields. Drag them to set priority — top of the list is sorted first.
• Each field has an ascending or descending toggle (A→Z, Z→A, low-to-high, high-to-low).

Example: Sort by Date (ascending), then by Employee Name (A→Z) within each date.

Common Row Structures

Goal	Create Rows By
One row per employee (period total)	Employee Name
One row per employee per day	Date + Employee Name
One row per employee per day per location	Date + Employee Name + Site + Location
One row per employee per day per job	Date + Employee Name + Job

Building a Custom Report: Column Visibility and Column Sorting

Column Visibility

Column Visibility controls which columns appear in your report and in what order. For a full view of all available columns and their definition, scroll to the bottom of this article. You can add over 130 columns to your report.

Adding Columns

1. In the report builder, scroll to the Column Visibility section.
2. Click the Visible Columns selector to open the column search dropdown.
3. Type to search for a column by name (for example, type "location" to find the Location column, or "cost" to find Cost per Acre, Cost by Length, etc.).
4. Click a column name to add it to your report.

Reordering Columns

• Drag columns up or down in the list to change their order.
• The column at the top of the list becomes the leftmost column in the report.

Renaming a Column (Alias)

Each column has an alias field next to its name. Type a custom label in this field to override the column header in the report output. For example, rename "Date" to "Workday."

Aliases only change the header in the downloaded or printed report — they do not change column names anywhere else in PickTrace.

Column Help Icons

Each column in the list has a ? icon. Click it to view the column's definition. There is also a table with each columns definition further down this article.

Tip: Any column missing from your report output needs to be added through Column Visibility — not through Filters. Filters only narrow which records appear; they do not add columns.

Reports: Column Filtering

Column Filtering is a secondary filter applied after the row structure is set. It hides rows from the report output based on the value of a specific column.

Examples of what you can do with Column Filtering:

• Show only rows where Pieces > 0 (hide rows with no production).
• Show only rows where Pieces < 5 (surface low-output employees).
• Show only rows where Total Hours >= 8.

Column Filtering is a post-grouping filter — it runs after rows are created, not before. To filter on a column, that column must already be added in Column Visibility.

Reports Configuration Setting Reference:

Configuration Overview

The Configuration section is the last panel in the report builder. It controls how the report displays, formats numbers, and handles edge cases like open timecards and overnight shifts.

Settings Reference

Setting	What it does	Default
Grand Total	Shows a summary total row at the top of the report, aggregating all values across the full date range.	On
Subtotals	Shows a total row at the bottom of each subtotaled section.	On
Include Title	Displays the report title and date range at the top of the printed or exported output.	On
Include Parameter Info	Shows the filter settings and grouping configuration used to generate the report. Takes up significant space on the page.	Off
Include Open Time Cards	Includes timecards that have not yet been closed. If a timecard appears on the Timecards page but not in your report, this setting is the most common reason.	Off
Include Site Addresses	Displays the physical address of each site in the report header.	Off
Decimals	Number of decimal places shown for numeric columns. Options: 1, 2, 3, 4, or 5.	2
Separate Page for Each Top Drill Section	Forces each subtotaled section to start on a new page. Does not affect CSV exports.	Off
Include Default Site Group	When off, the default site group is excluded from the Site Group column.	On
Filter on Payroll Date	Changes the date filter basis. Off = filter by date work was performed. On = filter by payroll attribution date. Critical for overnight shifts that cross a payroll day boundary.	Off
Weekday Starts on Sunday	Affects the Payroll Week column only. On = week starts Sunday; Off = week starts Monday.	Off
Printer Friendly	Adjusts colors for cleaner printing. Affects PDF and HTML output only — no impact on Excel or CSV.	Off
Font Size	Adjusts font size relative to the default. 0 = default size.	0
Orientation	Sets page orientation for PDF and HTML output. Options: Landscape or Portrait.	Portrait
Location from Production Record	When on, pulls location from the production record rather than the timecard where available. Timecards take priority in almost all cases.	Off

Include Open Time Cards

If a timecard is visible on the Timecards page but does not appear in your report, the most common reason is that the timecard has not been closed yet — and Include Open Time Cards is off by default.

Turn this setting on if you need to include in-progress timecards in your report output.

Filter on Payroll Date

By default, the report's date range filters by the date work was performed. For overnight shifts that cross a payroll day boundary, this can cause data to appear on the wrong date or to be excluded entirely.

Turn on Filter on Payroll Date to filter by the payroll attribution date instead. If you are seeing missing or incorrectly dated data for overnight shift workers, try toggling this setting first.

Note: "Separate Page for Each Top Drill Section" and "Printer Friendly" only affect PDF and HTML outputs. They have no effect on CSV or Excel downloads.

Saving, Sharing, and Organization Reports

About this section: How to save a report, control who can see it, navigate the report tabs, and archive reports you no longer need.

Saving a Report

You cannot permanently edit a PickTrace template. To save your own version of any report:

1. Open the template or report you want to save.
2. Configure it as needed (date range, filters, columns, etc.).
3. Click the three-dot menu (...) to the right of the report title at the top.
4. Select Save as Copy.
5. Enter a name for the report.
6. Choose visibility (see below).
7. Save.

Saving as a copy creates a new report in your My Reports or Organization Reports tab. It does not change the original template.

Controlling Who Can See a Report

When saving, you will see a Visible for Organization toggle.

Setting	Who can see the report
Visible for Organization = Off	Only you (saves to My Reports)
Visible for Organization = On	All users in your organization who have Reports access (saves to Organization Reports)

The Four Report Tabs

Tab	What it contains
PickTrace Reports	Templates maintained by PickTrace. Cannot be permanently edited.
Organization Reports	Reports saved with Visible for Organization turned on.
My Reports	Reports saved with Visible for Organization turned off.
Archive Reports	Reports you have archived.

Archiving a Report

To archive a saved report:

1. Find the report in My Reports or Organization Reports.
2. Click the three-dot menu (...) to the right of the report.
3. Select Archive.

The report moves to the Archive Reports tab.

Scheduling Reports

About this section: How to set up automatic report delivery by email — including schedule configuration, visual indicators, and a known issue with empty scheduled reports.

What Report Scheduling Does

Any saved report — in My Reports or Organization Reports — can be scheduled to run automatically and deliver results by email. This is the recommended approach for reports that need to be run on a regular cadence, since saved reports do not remember your last-used date range.

Setting Up a Report Schedule

1. Go to the Reports page.
2. Find the saved report in My Reports or Organization Reports.
3. Click the three-dot menu (...) on the far right of that report row.
4. Select Create a report schedule.
5. Configure the schedule:
   • Start time — when the report should run each cycle.
   • Date range — the data to include (e.g., Yesterday, Last Week, Last 7 Days). You cannot schedule a report with a hardcoded custom date range — only preset options are available.
   • Frequency — how often it runs (daily, weekly, etc.).
   • Email recipients — one or more email addresses to receive the report.
6. Save the schedule.

Reading the Schedule Indicator

Once a schedule is active, a clock icon appears to the right of the report title in the report list. Next to the icon, you will see the frequency and the next run time — for example: Every day, next run May 13th at 7 PM.

Modifying or Deleting a Report Schedule

1. Find the report in My Reports or Organization Reports.
2. Click the three-dot menu (...).
3. Select Update Schedule to change any settings, or Delete Report Schedule to remove the schedule entirely.

You can also archive the report to stop all scheduled deliveries.

Report Column Definitions Reference

In the report builder, go to Column Visibility and click the Visible Columns selector. Type any keyword to search the full list of available columns. Each column also has a ? help icon with its definition. There are over 130 available columns. This article covers the most commonly used ones by category.

Hours and Time Report Columns

Column	Definition
Total Hours	All recorded time, including paid and unpaid hours.
Paid Hours	All paid hours. Does not include unpaid lunch or breaks.
Break Hours	Total piecework with paid rest periods.
Lunch Hours	All recorded lunch time.
Regular Hours	All hours compensated at the regular rate. California only.
Overtime Hours	All hours that qualify for overtime compensation. California only.
Doubletime Hours	All hours that qualify for doubletime compensation. California only.
7th Day Overtime Hours	California only. Applies to employees who qualify for 7th-day overtime (worked all 6 previous days).
7th Day Doubletime Hours	California only. Applies to employees who qualify for 7th-day doubletime (worked all 6 previous days).
Hourly Work Hours	All hours recorded as part of a split hourly/piecework job. Does not include non-paid hours.
Piece Hours	All hours recorded as part of piece rate pay.
Sick Hours	All recorded sick time.
Vacation Hours	All recorded vacation time.
H2A Work Hours	Total paid time for H-2A employees.
H2A Offered Hours	Total offered hours for H-2A employees (Work Hours + Missed Hours).
H2A Guaranteed Hours	Total guaranteed hours from the H-2A contract for each day worked.
H2A Missed Hours	Hours logged as Missed (H2A, Industrial, Relay, Sports) for H-2A employees.

Pay and Compensation Report Columns

Column	Definition
Gross Pay	Total pay including gross amount, bonus, and contributions.
Piece Pay	Gross piecework pay — base piece pay plus piece rate differential. Does not include minimum wage adjustments.
Hourly Pay	Total hourly wages at the hourly rate. Only includes work lines with piecework performed.
Hourly Rate	Actual hourly cost to the firm from the timecard. Reflects the hourly portion only. Includes minimum wage adjustments.
Piece Rate	Compensation rate associated with a piecework production.
Piece Rate Wage per Hour	Average piece rate earned per hour of piecework. Includes minimum wage and incentive hour adjustments.
Wage Adjustment	Amount added to gross pay during piecework processing to bring employees up to minimum wage (or a higher guaranteed rate). Can be calculated hourly or daily.
Straight Pay	Base compensation when hitting all overtime, doubletime, or regular hour filters.
Overtime Premium	Total premium paid for overtime hours. Formula: (OT rate − regular rate) × OT hours.
Doubletime Premium	Total premium paid for doubletime hours. Formula: (DT rate − regular rate) × DT hours.
Penalty Premium	Total penalty premium applied to the employee within the row.
Adj Gross Pay	Gross Pay + Commission Fee + adjustments.
FLC Commission	Amount paid to the FLC for their services. Formula: adjusted gross pay × FLC commission percent.
Pay Per Hour	Total pay divided by total hours. Formula: gross pay / total hours.

Production and Pieces Report Columns

Column	Definition
Pieces	Total unit count associated with the work. Does not include bonus pieces.
Pieces per Hour	Pieces divided by paid hours. Formula: pieces / total piecework hours.
Pieces per Acre	Formula: pieces / acreage.
Pieces per Employee	Formula: pieces / number of employees.
Head Count	Total number of unique employees in the row.
Acreage	Documented acreage as calculated by manually entered acreage or linked shape.
Cost per Piece	Average cost per piece.
Cost per Acre	Average cost per acre.
Cost by Length	Average cost by length.
Hours per Piece	Formula: hours / pieces.
Minutes per Piece	Formula: minutes / pieces.
Available Pieces	Total pieces available, convertible from plant count of each unique site.

Payroll Date Columns Report Columns

These columns are important for California operations and any organization with overnight or shift workers.

Column	Definition
Date	Date the work was actually performed.
Payroll Date	The date this work is attributed to for payroll purposes. For overnight shifts that cross a day boundary, this may differ from Date.
Payroll Week	Calculated week of the year. Based on Sunday as the first day of the week.
Payroll Period	The payroll date range this work is attributed to.
Payroll Month	The month this work is attributed to for payroll purposes.
Payroll Year	The year this work is attributed to for payroll purposes.
Shift Start Date	When using shifts: date of the first check-in in the shift. When not using shifts: date of the first check-in in a continuous series.

Pack Style Related Columns Report Columns

Column	Definition
Pack Count	Total number of packs recorded for the row.
Pack GTIN	Global Trade Item Number associated with the pack.
Pack Grade	Quality or sort grade assigned to the pack (e.g., No. 1, No. 2).
Pack Label	Label identifier associated with the pack.
Pack Method	The method or process used to pack the product.
Pack SKU	Stock Keeping Unit identifier for the packed product.
Pack Size	Quantity or unit count per pack (e.g., 24-count, 48-count).
Pack Style	Style or format of the pack (e.g., clamshell, bag, carton).
Pack Type	Category or classification of the pack type.
Pack UPC	Universal Product Code associated with the pack.
Pack Unit	Unit of measure for the pack (e.g., box, bin, flat).
Pack Weight	Recorded weight of the pack.

The Percentage Report Column

What it does

The Percentage column shows each row's value as a percentage of its section's subtotal for any numeric target column you choose. It's calculated per section — so if your report is grouped by crew, each employee's percentage reflects their share within that crew, not across the whole report.

How to configure it

1. In Column Visibility, add the Percentage column.
2. Expand the column settings and choose a Target Column — any numeric column currently on the report (e.g., Pieces, Gross Pay, Total Hours).
3. The column will display each row's value ÷ the section subtotal × 100.

Adding it more than once

You can add the Percentage column multiple times, each with a different Target Column. For example, add it twice — once targeting Pieces and once targeting Gross Pay — to see both percentages side by side in a single report. Each instance can also be renamed independently using the column alias feature.

How it handles averages

For averaged columns (like Piece Rate Wage per Hour), the percentage is calculated against the section's average, not a sum. For example, if a crew's average rate is $20/hr and an employee earned $18/hr, their percentage shows as 90%. An employee at $28/hr shows as 140% — values above 100% are expected and meaningful here.

Common use cases

Use case	Setup
Who's carrying the crew?	Group by crew, rows by employee, target column = Pieces
Labor cost distribution	Group by ranch or job, rows by crew, target column = Gross Pay
Productivity vs. average	Group by crew, rows by employee, target column = Piece Rate Wage per Hour
Average hours share	Target a Calculated EHR column set to Average on Total Paid Hours — each employee's percentage reflects their share of the crew average
H-2A hours utilization	Group by employee, target column = H2A Work Hours (vs. offered or guaranteed)