Birthdays
Note: Screenshots in this article use data from our internal demo organisation. Any organisation IDs or user IDs visible in the screenshots reference our demo dataset, not your or any other customer's data.
🎯 Overview
Find every upcoming and recorded birthday across your workforce in one place.
This report:
- Surfaces birthdays in a configurable upcoming window (default the next 30 days) alongside a full directory of every employee's birthday.
- Includes employees whose employment period is currently active or scheduled to start, based on the Employee Status filter.
- Respects HR and Personal Information permissions — address details show as encrypted for employees you don't have permission to view.
Use this dashboard to:
- Plan birthday cards, recognition, or in-team celebrations for the weeks ahead.
- Look up an individual's birthday or age at next birthday without leaving Sona.
- Filter to a location, parent location, or job title to see whose birthdays fall inside a team or site.
➕ Benefits
- One scrollable view of every birthday across your organisation, with a focused "next N days" panel for short-term planning.
- Built-in permission handling so personal address details only surface for users you're authorised to see.
- Hierarchy and role filters mean managers can quickly narrow to their own team, location, or job family.
🗂️ Dashboard Tabs
This is a single-page dashboard, so all cards sit on one view.
The page contains a Birthdays Latest Data Sync indicator at the top showing when the data was last refreshed, followed by two main tables:
- Upcoming Birthdays — a focused list of employees whose birthday falls within the window set by the Birthdays In The Next ... Days filter (30 days by default). Columns include Employee, Employee ID, Location, Parent Location, Job Title, Day of Month, Month, Days until Birthday, City, Postcode, Address, and Age At Next Birthday. The Days until Birthday column highlights the day itself with a 🎂🎈 marker, otherwise counts down (e.g. "7 days to go"), sorted soonest first.
- All Birthdays — every employee in scope, sorted by upcoming birthday. Columns mirror the Upcoming list with Continuous Employment Start Date included so you can see tenure alongside the birthday. Use the inline Date Filter dropdown inside this card (defaults to this year) to scope birthdays to a specific calendar window.
Where you don't have permission to view an employee's personal information, the City, Postcode, and Address columns will show encrypted instead of the underlying value.
🎛️ Filters
Standard Filters
- Location / Parent Location / Grandparent Location — filter by organisational hierarchy
- Job Title — filter by employee role
- Full Name / Employee ID — find a specific employee
- Status — employee status (Active, Leaver, Left, Starting Soon, Deactivated). Defaults to Active, Leaver, and Starting Soon.
Report-Specific Filters
| Filter | Default | What it does |
|---|---|---|
| Birthdays In The Next ... Days | 30 | Sets the upcoming window for the Upcoming Birthdays table. |
| All Locations Downstream From | -- | Pick a location anywhere in the hierarchy and include every site beneath it, without needing to select each one individually. |
| Date Filter (inside All Birthdays) | This year | Per-card date dropdown inside the All Birthdays card. Open the dropdown on that card to change which calendar window is shown. |
❓ Common Questions
Why do City, Postcode, and Address show as "encrypted" for some employees?
These columns only display when you have the HR Employee Management or Personal Information permission for that employee. Anyone you aren't authorised to view appears with encrypted in those fields, while their name, location, job title, and birthday remain visible.
Why doesn't an employee I expect to see appear?
The dashboard only includes employees whose employment period hasn't ended (or whose finish date is in the future), and whose status matches the Status filter. Leavers whose final date of employment has passed, or Deactivated users, will be excluded unless you add them to the Status selection.
🗓️ Data Coverage
- Data freshness: Refreshes every 30 minutes via the automated data pipeline. Check the Birthdays Latest Data Sync indicator on the dashboard for the exact timestamp.
⬇️ Downloading Data
- To download the current view as a PDF, click the download button in the top-right corner of the dashboard.
- To download an individual chart or table as CSV or Excel, click the download button in the top-right corner of that chart.