Subordination in analytics and reports

A manager sees more people in analytics than in reports — that is not a fault but two different selection rules. Reports use the ordinary circle of subordinates, the same one as everywhere else in the product. On the By office tab the employee filter is prefilled with the whole branch of departments, nested ones included. This article explains why the figures diverge, which circle stands behind each report and what to do when a report comes back empty.

Why analytics shows more people than reports

The circle of subordinates is the people you hold through the Subordinates list, a team, the Manager field in their profile, or as the manager of their department. Details: Employee subordination: overview.

Section	Who it shows
Reports	Your subordinates and you
Analytics, the By office tab	Your departments and everything nested in them — the filter is prefilled automatically
Analytics, the By employee tab	Your subordinates and you

In numbers: a division has 6 employees of its own and 52 in nested departments. On the By office tab its manager sees statistics for all 58, in the History of Office Visits report — rows for the six, and can cancel the bookings of those six only. To manage the other 52 you need one of the three subordination mechanics: a list or a team or the Manager field in their profiles.

How the department filter works

The filters of the By office tab live in the Build analytics dialog. There are two of them and they mean different things: By resources selects places assigned to a department, By employees selects people. They are different dimensions of the same screen.

When the tab opens, the By employees filter is filled automatically: the system takes the departments where you are the manager and adds every nested department at any depth. That is why a division manager immediately sees the whole branch.

Who can change this filter:

• a department manager without an administrative role cannot: the filter is fixed to their branch and disabled in the interface;
• administrative roles and holders of the “All users” option can pick any departments.

Selecting a department in the filter — in analytics and in reports alike — always includes every nested department; there is no need to tick them separately.

Note that the lock is a property of the interface, not an access rule: analytics itself shows depersonalised figures and discloses no personal data.

Analytics shows more people but grants no rights

Analytics answers the question “how is the office used”: how many places are occupied, how attendance is distributed. You cannot manage people from those figures, so the coverage is wider than the circle of rights — that is how the section is designed, not a misconfiguration.

If a division manager sees activity from a nested department in analytics, it does not mean they will find those people in reports, see their schedules or be able to cancel their bookings.

The By office tab is available to every administrative role regardless of subordination, and to a regular employee if they manage at least one department or hold the “All users” option. The Reports and By employee tabs are open to everyone, while On the map, Meeting rooms, By places and Tariff require an administrative role and will not open for a department manager.

The circle of people in each report

Reports live in Analytics → Reports and are arranged in five groups. The rule is simple: reports about people and bookings show your subordinates and yourself, while the administrator action histories are opened by role and do not apply the circle at all.

Group	Reports	Who can open them and who they show
Work Schedule	Employees’ work schedule; Work schedule change history; Attendance Report; Attendance Report (detailed)	Every employee; your subordinates and you
Bookings	Bookings — Desks / Parking places / Meeting rooms; the three Booking time reports; Booking costs — Meeting rooms (external)	Every employee; your subordinates and you
Bookings history	Booking history for desks, parking, meeting rooms, guest bookings and Locker	Every employee; your subordinates and you
User Action History	Pass request history — everyone; History of Report Downloads and History of Office Visits (ACS) — administrative roles, circle still applies; History of Logins — administrative roles, no circle	See the description
Administrator Action History	User management history; History of Integration Management; History of Adding and Removing Locations (Desks, Parking, POI)	Super Administrator and Office manager, plus the matching specialised administrator; the circle is not applied

There are no reports that would count subordinates by a formula of their own: all three booking reports — meeting rooms and parking included — use the common circle. In every report limited by the circle, you are always part of the selection.

How to find out who changed subordination and when

The User management history report in the Administrator Action History group answers this — with one caveat. It records changes to the Manager field, the department, the role and the “All users” option, but edits to the Subordinates list and the Teams block never reach the log.

Two columns are not obvious. The changed-fields column lists technical field names: subordination is covered by manager (the Manager field), orgDepartment (the department), manageAllUsers (the “All users” option) and role. The action-source column shows where the change came from: admin for a person editing in the console, sync for a directory exchange, scim, oauth2 for an OpenID Connect sign-in and csv_import for a file import.

For one specific person it is quicker to open the report from their profile: the change history button opens it with the filter already applied.

What to do when the figures do not match

Symptom	Cause	What to do
People appear in analytics but not in reports	The analytics filter is prefilled with the whole branch, while a manager’s rights cover their own department only	Add employees of nested departments explicitly: as a list, as a team or through the Manager field
A report has no By employees filter	You have no subordinates and no “All users” option	Check the subordination settings in your profile
The filter has no By group option	No team has been given to you	Assign a team in the manager’s profile
A booking report is empty	You and your subordinates have no bookings of that type for the selected period	Widen the period or check the composition of your circle
The By office tab is not shown	The employee has no administrative role, manages no department and has no “All users” option	Make them the manager of a department or change the subordination setting
The employee filter is disabled	That is intended for a regular department manager	Administrative roles and holders of the “All users” option can change it

Frequently asked questions

Are employee names visible in analytics?

Not on the By office tab — the statistics there are depersonalised. Personal data appears in reports and on the By employee tab, and both are limited by the circle of subordinates.

A division manager sees analytics for nested departments. Is that correct?

Yes, that is intended: the filter is prefilled with the whole branch. No rights to manage those employees appear as a result.

Can a manager be limited to their own department in analytics?

There is no setting for that: the prefill always includes nested departments, and for a regular department manager the filter is disabled as well.

Why does an employee not see the analytics tab?

The Reports and By employee tabs are open to everyone. By office appears for administrative roles, department managers and holders of the “All users” option. The remaining tabs require an administrative role.

Does the “All users” option affect reports?

Yes, it removes the circle limit in every report that has one. It does not affect the administrator action histories — those are decided by role.

Related articles

• Employee subordination: overview — start here
• Subordination through the organisational structure
• Subordinates and teams in the employee profile
• The direct manager in the employee profile
• What a manager can do: bookings, schedules, requests