Create an employee snapshot

The employee snapshot captures the workforce structure of an organization as of a reporting date: total number, breakdown by gender, country, contract type and employment type, plus the turnover figures. In one pass it covers the disclosure requirements of ESRS S1-6 for one organization and one reporting period.

Prerequisites

• At least one active reporting period exists for the team.
• At least one organization is created in the “Organizations and Facilities” module.
• The reporting period is not yet marked as completed for the workforce structure – once it is completed, snapshots are locked.

Step by step

1. Open “Own Workforce → Demographic Workforce Data”.
2. In the “Employee Snapshots” section, click “+ Add Employee Snapshot”. The “Add Employee Snapshot” dialog opens on the side.
3. Under “Personal Information”, select the “Organization” and the “Reporting Period”, then confirm or change the “Snapshot Date” – it is pre-filled with the period end, for example 2025-12-31.
4. Under “Headcount”, enter the “Total Number of Employees” and the “Average Headcount”.
5. Complete the “Breakdown by Gender” using the fields “Male”, “Female”, “Other Gender” and “Undisclosed Gender”. The sum display below continuously reports the match against the total, for example “100 / 100 - Breakdown matches headcount”.
6. Record the “Breakdown by Countries”: one “Country” and its “Number” per row. Use “Add Country” to add further country rows; here too, a sum display checks against the headcount.
7. In the “Breakdown of Contract Types”, distribute the employees per gender across the groups “Permanent” (for example “Permanent - Male”), “Temporary” and “No Guaranteed Working Hours” until the check “Contract type totals match” is satisfied.
8. In the “Breakdown of Employment Types”, distribute the employees per gender across the groups “Full-Time” and “Part-Time” (for example “Part-Time - Male”) until the check “Employment type totals match” is satisfied.
9. Under “Turnover”, enter the “New Hires” and the “Terminations”. If you want to set the calculated turnover rate manually, tick the “Override Turnover Rate” checkbox.
10. Under “Methodology and Quality”, select the “Data Source” (“Manual Entry” or “CSV Import”) and the “Data Quality” (“Actual”, “Estimated” or “Proxy”). If you classify the data as “Estimated”, also complete the mandatory “Estimation Method” field. Optionally document the “Headcount Methodology Note”, “Financial Reports Reference” and “Notes”.
11. Click “Create”. The dialog closes and the snapshot appears in the “Employee Snapshots” table with the columns “Organization”, “Snapshot Date”, “Headcount” and “Data Quality”.

What happens next

• The metrics in the “Period Overview” section – total number of employees, completeness and covered organizations – are updated.
• The completion level of the reporting period is recalculated.
• The action is logged in the activity history.
• Each snapshot belongs to exactly one organization; the completeness of the period is measured by the coverage of all organizations.

Practical tip: enter the total number of employees first and then work through the breakdowns – the ongoing sum displays below each section immediately show whether the subtotals match the total.