Headcount and attrition reports

How it works

1. For a quick view, run Headcount by department, Employees by status or Employees by designation from the quick reports.
2. For detail, open Employee Reports and pick the Department, Designation or Branch report to see total and active staff with monthly salary per group.
3. Run the Employee Joining Report and Employee Exit Report for a date range; the exit report shows the exit date and reason for each person.
4. Run the Monthly Attrition Report to see exits month by month and the overall attrition rate.
5. The Left and Joined Report lists every movement in the period, and the Age Wise Report groups staff into age bands.
6. Filter by branch or department and export to CSV.

What you can set

• Quick reports: headcount by department, employees by status, employees by designation.
• Group reports: department, designation and branch, with total, active and monthly salary.
• Employee Joining and Employee Exit reports by date range, with exit reasons.
• Monthly Attrition Report with the overall attrition rate.
• Left and Joined Report for movements in a period.
• Age Wise Report by age band.
• Employee Master and Employee Directory reports.
• Filters: date range, branch, department; CSV export.

Why exit reasons make attrition useful

An attrition rate on its own says only that people are leaving. Paired with structured exit reasons, it says why. When offboarding in ZeniaHR records one primary reason from a fixed list, the Employee Exit Report can be sorted to show that most exits in a quarter were for a better salary, or for relocation, or that one branch is losing people to attendance and discipline issues. Each calls for a different response. Formulas for tracking attrition yourself are in HR metrics.

Worked example: a quarterly review in Coimbatore

A textile machinery maker in Coimbatore with 410 staff reviews July to September. The Monthly Attrition Report shows 9, 14 and 11 exits. The Employee Exit Report for the quarter, sorted by reason in Excel, shows 16 of the 34 exits as better salary or package, most of them CNC operators in the machining department. The Designation report confirms that machining is now 12 operators below plan. Management approves a skill allowance for CNC operators, and HR tracks the next quarter's exit reasons to see if it worked.

Keeping headcount numbers honest

Headcount reports read the records exactly as they are, so a late offboarding or a missing department shows up as a wrong number in front of management. A few habits keep the counts right without a monthly clean-up exercise before every review.

• Offboard people on their last working day so they drop out of active counts on time.
• Always pick an exit reason, and avoid Other unless nothing fits.
• Link every employee to a department and designation from the masters.
• Compare the same months year on year to allow for seasonal hiring.

Frequently asked questions