Reports & dashboards

1. How reports work

Moazaf gives you three ways to look at your data. The home dashboard shows what needs you today. The built-in reports answer the common questions (headcount, expiring documents, leave balances, payroll and so on) with filters, a chart and a table. Custom reports let you pick your own columns, filters and grouping, save the result, share it and have it emailed to you.

Home and Time & money › Reports

Every number and every row follows your own access. Two people can open the same report and see different rows or columns.
Reports cover the modules in your plan. A report for a module you do not have is not shown.
Built-in reports export to Excel or CSV. Custom reports export to Excel, CSV or PDF.

Owner
What they see
The dashboard and every report, including the payroll register.
Admin, Auditor
What they see
Every report except the payroll register.
HR Manager
What they see
People, documents, fleet, leave, attendance and costs reports. No payroll register.
Payroll Admin
What they see
People, documents, leave, attendance, payroll register and costs reports.
Finance
What they see
People, documents, fleet, payroll register and costs reports.
PRO / Documents Officer, Fleet Manager
What they see
People, documents, fleet and costs reports.
Line Manager
What they see
The dashboard for their team. The Reports page is not available to them.
Employee
What they see
Only their own requests, leave and documents. No reports.

Role	What they see
Owner	The dashboard and every report, including the payroll register.
Admin, Auditor	Every report except the payroll register.
HR Manager	People, documents, fleet, leave, attendance and costs reports. No payroll register.
Payroll Admin	People, documents, leave, attendance, payroll register and costs reports.
Finance	People, documents, fleet, payroll register and costs reports.
PRO / Documents Officer, Fleet Manager	People, documents, fleet and costs reports.
Line Manager	The dashboard for their team. The Reports page is not available to them.
Employee	Only their own requests, leave and documents. No reports.

A custom role sees the Reports page when it has the View permission for Reports. Each report also needs the View permission of its module, for example Leave for the leave balances report.

2. The home dashboard

Home is the start page of your workspace. You land on it after you sign in; if you belong to more than one workspace, you choose one first. Employees with only self-service access get their own employee home instead. It is built from cards, and you only get the cards your role can see. The order of the cards follows your role: an HR Manager sees approvals and people first, a Payroll Admin sees payroll first, a Fleet Manager sees the fleet first. The small label under the greeting, for example Owner view, tells you which layout you have.

Home

Needs your attention
What it shows
The most urgent document (expired or expiring soon) with Review document and Renew, your Pending approvals with Open the inbox, and the next payroll run.
Your workspace at a glance
What it shows
Document counts: Expired, Due ≤ 7 days, Due ≤ 30 days, Missing mandatory. Then Active employees and Active companies. Click a figure to open the matching list.
Attendance today
What it shows
Present, late, absent and on leave today, with View all to open attendance.
Who's out
What it shows
The people on leave today.
Payroll
What it shows
The last payroll run and the next one.
Spend this month
What it shows
Costs this month against the budget. With the right access you can click Set a budget.
Renewal spend, next 90 days
What it shows
The estimated cost to renew documents that have already expired or expire in the next 90 days, using each document's recorded cost or the default cost of its document type.
People this month
What it shows
Joiners this month, probations ending in the next 30 days and contracts ending in the next 60 days.
Fleet
What it shows
Vehicles, assigned vehicles, service due and vehicle documents due.
Your plan
What it shows
At the bottom: your plan and how much of it you use. If you manage the workspace settings, the Setup checklist fold-out under it lists the setup steps you have not finished yet.

Card	What it shows
Needs your attention	The most urgent document (expired or expiring soon) with Review document and Renew, your Pending approvals with Open the inbox, and the next payroll run.
Your workspace at a glance	Document counts: Expired, Due ≤ 7 days, Due ≤ 30 days, Missing mandatory. Then Active employees and Active companies. Click a figure to open the matching list.
Attendance today	Present, late, absent and on leave today, with View all to open attendance.
Who's out	The people on leave today.
Payroll	The last payroll run and the next one.
Spend this month	Costs this month against the budget. With the right access you can click Set a budget.
Renewal spend, next 90 days	The estimated cost to renew documents that have already expired or expire in the next 90 days, using each document's recorded cost or the default cost of its document type.
People this month	Joiners this month, probations ending in the next 30 days and contracts ending in the next 60 days.
Fleet	Vehicles, assigned vehicles, service due and vehicle documents due.
Your plan	At the bottom: your plan and how much of it you use. If you manage the workspace settings, the Setup checklist fold-out under it lists the setup steps you have not finished yet.

The company picker at the top of the page filters the dashboard: choose one company to see only its figures, or all companies to see the whole group. Built-in reports start with the same company, and you can change it in the report's own Company filter. Custom reports do not follow the picker; add a filter on Company in the builder instead.

3. Built-in reports

The Reports page lists the standard reports, grouped by area. Click a card to open the report.

Time & money › Reports

The Reports page with the reports grouped by People, Documents, Fleet and Leave. The Custom reports button is highlighted.

People
Reports
Headcount, Joiners and leavers, Nationality mix (including the Emiratisation share).
Documents
Reports
Expiring documents, Missing documents.
Fleet
Reports
Fleet status: each vehicle that is not Retired, with its holder, status, next document expiry and service due.
Leave
Reports
Leave balances per employee for one leave type and year.
Attendance
Reports
Attendance summary for a period.
Finance
Reports
Payroll register for a year, and Costs grouped the way you choose.

Area	Reports
People	Headcount, Joiners and leavers, Nationality mix (including the Emiratisation share).
Documents	Expiring documents, Missing documents.
Fleet	Fleet status: each vehicle that is not Retired, with its holder, status, next document expiry and service due.
Leave	Leave balances per employee for one leave type and year.
Attendance	Attendance summary for a period.
Finance	Payroll register for a year, and Costs grouped the way you choose.

If some reports need a module you do not have, a line at the bottom says how many more reports a higher plan includes.

4. Filter and export a built-in report

Built-in reports share one layout: filters at the top, a few key figures, a chart and the full table. Missing documents and Leave balances have no chart, and no chart shows when nothing matches. The filters depend on the report. All of them have Company; others have a department, a period, a year, a leave type or a grouping.

Reports › a report, for example Expiring documents

Open the report from the Reports page.
Set the filters. For Expiring documents choose Expiring within (for example 90 days), a Category, and tick Include expired to keep documents that have already expired. The page updates straight away.
Read the figures and the chart (if the report has one), then the table below. Click a column header to sort.
Click Excel or CSV at the top to download the report with the same filters.

The Expiring documents report with its filters, the key figures, the chart by document type and the table. The CSV and Excel buttons are highlighted.

The download includes every row that matches the filters, up to 10,000 rows, not only the page you are looking at.
Reset filters puts the filters back to their starting values.
Under Related you find links to the pages where you can act on the data, for example the documents list.

To share a report with the same filters, copy the address of the page. Choose the company in the report's Company filter first: otherwise the other person sees the company set in their own company picker. They still see only what their own access allows.

For HR and administrators

5. Build your own report

When the built-in reports are not enough, build your own. You choose what the report is about, the columns, the filters, the grouping and the sort order, and the preview updates as you go.

Reports › Custom reports › New report

In Report on, choose the data: Employees, Documents, Vehicles, Assets, Costs or Leave requests. You only see the ones your role can open.
Under Columns, use Add a column to add fields. Use the arrows to change the order and the cross to remove a column.
Under Filters, click Add filter. Choose the Field, the Condition (for example is on or before / at most) and the Value. You can add up to 20 filters; a record must match all of them.
Optional: choose a Group by field to get one row per value with a count and totals, and choose Sort by. Money totals are never added across currencies: a value with amounts in two currencies gets one row per currency.
Check the Preview on the right. It shows how many records match, or how many groups when you use Group by.

The report builder on Documents with a filter Days left at most 90 and the preview of matching documents.

Date
How to enter the value
A date as YYYY-MM-DD, or today, today+30, today-7. A filter with today+30 moves forward every day.
Month
How to enter the value
YYYY-MM, for example 2026-11.
Amount
How to enter the value
A number in the currency of the records, for example 1500. Amounts are not converted, so add a filter on Currency when your records use more than one currency.
Yes / no, list
How to enter the value
Pick the value from the list.

Kind of field	How to enter the value
Date	A date as YYYY-MM-DD, or today, today+30, today-7. A filter with today+30 moves forward every day.
Month	YYYY-MM, for example 2026-11.
Amount	A number in the currency of the records, for example 1500. Amounts are not converted, so add a filter on Currency when your records use more than one currency.
Yes / no, list	Pick the value from the list.

Columns marked Sensitive (salary, IBAN, passport and Emirates ID numbers) are only shown to people whose role allows them. If your role cannot see a column, the preview hides it and says which columns are hidden.

For HR and administrators

Save a report to run it again later with one click. You can keep it for yourself or share it with your team, and you can have it emailed to you every week or month.

In the report builder, click Save.
Enter a Name and, if you like, a Description.
Tick Share with the team if others should see it. Leave it empty to keep it private.
In Email me this report, choose Weekly or Monthly, and the Language of the email and file. Leave Not scheduled if you do not want emails.
Click Save. The report appears under Custom reports.

The Save report window with the name, the description, Share with the team ticked and a weekly email in English.

Moazaf checks scheduled reports every morning at 6:00, Dubai time. A weekly report goes out at the first check of each week (Monday) and a monthly report at the first check of each month (the 1st). A new report, or one you change and save again, goes out at the next morning's check.
The email goes only to the person who saved the report. It has no attachment: it holds a link that downloads the report as an Excel file, made at the moment you click with your access at that time.
A shared report is visible to people who can open Reports and can also open the data it is based on (for example Documents), in their role and in the plan. Each person sees only the data their own access allows.

The Custom reports list with the saved report, its owner, its visibility and the email schedule.

The list shows each report's owner, whether it is Shared or Private, its email schedule and a Last sent date: the last time the email really went out. When the latest scheduled run failed or was skipped, the column says so, and the report itself shows the reason. Open a report you own to change it, then click Save again. A report someone else shared opens read-only: you can explore and export it, or use Save a copy to make your own version.

Only the person who saved a report can change it. The owner can delete it with Delete; an Owner or Admin can also delete a shared report. Deleting removes it for everyone it was shared with.

7. Export a custom report

Click Export in the report builder and choose the format. The file uses the columns, filters, grouping and sort you see, and the language the app is in.

The Export menu of the report builder with Excel, CSV and PDF.

Excel (.xlsx)
Best for
Working further on the data, sending it to your accountant.
Limit
10,000 records
CSV
Best for
Importing into another system.
Limit
10,000 records
PDF
Best for
Printing or attaching to an email.
Limit
2,000 records

Format	Best for	Limit
Excel (.xlsx)	Working further on the data, sending it to your accountant.	10,000 records
CSV	Importing into another system.	10,000 records
PDF	Printing or attaching to an email.	2,000 records

For a scheduled report you saved, Download last emailed file appears after the first email. It makes a new Excel file with the current data and your current access, the same as the link in the email. It is not a copy of what was sent earlier.

8. Questions

I don't see Reports in the menu.
Answer
Your role does not have the View permission for Reports. Ask your workspace Owner or Admin to check it. If only your plan is missing Reports, the menu item is still there and the page tells you Reports are not in your plan.
My colleague's report shows more rows than mine.
Answer
Reports use each person's own access. If you only see some companies, departments or your own team, the report is limited the same way.
Why is a column missing from my export?
Answer
Sensitive columns such as salary, IBAN or passport numbers are left out for roles that may not see them. The builder preview names the hidden columns.
Can I get a built-in report as a PDF?
Answer
No, built-in reports export to Excel and CSV. Custom reports under Custom reports can export PDF, but they only cover employees, documents, vehicles, assets, costs and leave requests. Reports such as the payroll register, attendance summary or leave balances cannot be rebuilt there.
Who receives a scheduled report?
Answer
Only the person who saved it. A colleague who wants the email can open the shared report, use Save a copy and set their own schedule.
The scheduled email stopped coming.
Answer
Open the report under Custom reports. If the last run failed, the reason is shown there, for example when the owner no longer has access.
Can I change a report someone else made?
Answer
No. Use Save a copy and change your copy.

Question	Answer
I don't see Reports in the menu.	Your role does not have the View permission for Reports. Ask your workspace Owner or Admin to check it. If only your plan is missing Reports, the menu item is still there and the page tells you Reports are not in your plan.
My colleague's report shows more rows than mine.	Reports use each person's own access. If you only see some companies, departments or your own team, the report is limited the same way.
Why is a column missing from my export?	Sensitive columns such as salary, IBAN or passport numbers are left out for roles that may not see them. The builder preview names the hidden columns.
Can I get a built-in report as a PDF?	No, built-in reports export to Excel and CSV. Custom reports under Custom reports can export PDF, but they only cover employees, documents, vehicles, assets, costs and leave requests. Reports such as the payroll register, attendance summary or leave balances cannot be rebuilt there.
Who receives a scheduled report?	Only the person who saved it. A colleague who wants the email can open the shared report, use Save a copy and set their own schedule.
The scheduled email stopped coming.	Open the report under Custom reports. If the last run failed, the reason is shown there, for example when the owner no longer has access.
Can I change a report someone else made?	No. Use Save a copy and change your copy.

Still stuck? Write to support@moazaf.com.