Workforce Demographics
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
Explore the make-up of your workforce in one place — age, gender, ethnicity, length of service, job titles, and more.
This report:
- Surfaces headcount breakdowns across demographic dimensions you choose
- Highlights your longest-serving employees and length-of-service distribution
- Includes a dedicated ONS reporting view comparing full-time vs part-time hours worked by gender
Use this dashboard to:
- Review the diversity profile of your organisation
- Identify long-tenured employees and tenure patterns by location, job title, or seniority
- Produce the data needed for ONS gender pay and hours reporting
📣 What's New?
- 2026-07-01 — The 10 Longest Serving Employees table now has a Sort by filter, letting you rank by either Continuous service start date (default) or Earliest employment period start.
➕ Benefits
- See workforce composition at a glance, with one switchable parameter driving the headline breakdown
- Drill into specific locations, job titles, age groups or contract types without leaving the dashboard
- Generate ONS-style full-time vs part-time gender splits from actual hours worked, not just contracted hours
🗂️ Dashboard Tabs
| Tab | What it shows | Best for |
|---|---|---|
| Overview | Headline demographic and tenure breakdowns | A quick read on workforce composition |
| Details | Per-employee demographic table | Looking up an individual's profile |
| Missing Details | Employees with gaps in their demographic records | Chasing down incomplete employee profiles |
| ONS Reporting – Hours Worked By Gender | FT vs PT split by gender, based on hours worked | Producing ONS gender hours statistics |
| ONS Reporting – Raw Data | Underlying employee-level hours data behind the ONS view | Auditing or exporting the calculation inputs |
Overview
A high-level read on who works for you, with a single Parameter filter driving most of the breakdown charts. A Latest Data Sync tile sits at the top so you know how fresh the figures are.
- Total Employees — distinct headcount across the current filter selection.
- Average Length Of Service — average tenure across filtered employees, formatted as years, months, and days.
- # Of Employees By Parameter — bar chart of employee counts grouped by your chosen Parameter (length of service by default; switchable to time in role, gender, location, seniority, salary range, age group, contract type, job title, ethnicity, or identifies as).
- % Headcount By Age Group and % Headcount By Gender — pie charts of the workforce split by age band and gender.
- Distribution By Age And Parameter / Distribution By Job Title And Parameter — row charts cross-tabulating age (or job title) against your chosen Parameter.
- Distribution By Length Of Service — counts of employees across tenure buckets, from 0–3 months through 20–30+ years. Use the Tenure Distribution parameter to switch between length of service and time in role, and the Granularity parameter to change the bucket granularity.
- 10 Longest Serving Employees — table of your top ten tenured employees with their Employee ID, Location, Job Title, Contract Type, Start Date, and Length Of Service. Use the Sort by filter to rank by either Continuous service start date (default) or Earliest employment period start.
Details
The full per-employee demographic record set. Use this when you need to look up an individual or export the raw demographic profile.
- Employee Demographics — one row per employee showing Employee ID, First Name, Last Name, Location, Contract Type, Job Title, Continuous Service Start Date, Earliest Employment Period Start, Time In Role, Age Group, Gender, Identifies As, Ethnicity, Salary Range, and Seniority Level. Demographic fields default to Unknown when not recorded against the employee.
Missing Details
Identifies employees whose records are missing a particular piece of demographic information, so you can chase the gaps. Use the Missing Detail filter to choose which field to check.
- # Missing Details Entries By Parameter — bar chart showing how many employees are missing the selected detail, broken down by Parameter.
- Missing Details By Employee — table listing the affected employees with a checklist to show which values are missing.
ONS Reporting – Hours Worked By Gender
Compares full-time vs part-time employees by gender, using hours actually worked rather than contracted hours. The full-time threshold is configurable via the Full Time Threshold filter (defaults to 30 hours).
- Quick Date Selection — a built-in date picker driven by the Year parameter. Pick a year inside this card to set the reporting period; the rest of the tab updates accordingly.
- Date Range Information — confirms the Selected Start Date, Selected End Date, the Calculation Period Start Date (first full Monday), the Calculation Period End Date (last full Sunday), and the number of Complete Weeks Included. The calculation only counts complete Monday-to-Sunday weeks inside your date range.
- FT Count (Over or Equal to Threshold) and PT Count (Under the Threshold) — scalar totals of employees averaging at or above (FT) and below (PT) the threshold across the calculation period.
- FT VS PT Percentage By Gender — row chart showing the FT/PT split for each gender.
- Gender/Hours Statistics — table broken down by Location and Gender, with FT count, PT count, Total, FT %, and PT % columns.
A Latest Data Sync tile is at the top of the tab.
ONS Reporting – Raw Data
The underlying employee-level data behind the ONS view, so you can audit or export it.
- Gender/Hours Data — one row per employee with Employee ID, First Name, Last Name, Location, Contract Type, Job Title, Gender, Total Hours Worked, Number Of Weeks Worked, Average Hours Worked Per Week, and FT or PT Classification.
- Date Range Information — same date-range summary as on the Hours Worked tab, so you can confirm exactly which Monday-to-Sunday weeks were included.
A Latest Data Sync tile is at the top of the tab.
🎛️ Filters
Standard Filters
- Location / Parent Location / Grandparent Location — filter by organisational hierarchy
- Job Title — filter by employee role
- Contract Type — filter by employment contract
- Full Name / Employee ID — find a specific employee
- Status — employee status (Active, Leaver, Left, Starting Soon, Deactivated). Defaults to Active and Leaver.
Report-Specific Filters
| Filter | Default | What it does |
|---|---|---|
| Full Time Threshold | 30 | Sets the weekly hours threshold used to classify an employee as full-time on the ONS Reporting tabs |
| Sort by | Continuous service start date | On 10 Longest Serving Employees, ranks the table by either the continuous service start date or the earliest employment period start date |
| Missing Detail | -- | Selects which demographic field to check for missing values on the Missing Details tab |
| Gender | -- | Narrows to employees with a specific gender |
| Identifies As | -- | Narrows to employees by gender identity |
| Ethnicity | -- | Narrows to employees by ethnicity |
| Age Group | -- | Narrows to a specific age band (Below 18, 18–29, 30–39, 40–49, 50+) |
| Seniority Level | -- | Narrows to employees at a particular organisational level |
| All Locations Downstream From | -- | Includes every location below a chosen point in your hierarchy |
| Shift Type | -- | Limits the hours-worked calculation on the ONS tabs to specific shift types |
| Type Of Work | -- | Limits the hours-worked calculation to specific types of work |
| Pay Variant | -- | Limits the hours-worked calculation to specific pay variants |
| Is Paid | -- | Limits the hours-worked calculation to paid or unpaid hours |
| Include Breaks / Include Holiday / Include Absence / Include Sickness | No / Yes / No / No | Toggle whether breaks, holiday, absence, or sickness hours are counted in the ONS hours-worked calculation |
Dynamic Parameters
The dashboard has three dynamic parameters that change what the Overview cards break down by:
- Parameter — drives the breakdown used on # Of Employees By Parameter, Distribution By Age And Parameter, and Distribution By Job Title And Parameter. Options include Length of service, Time in role, Gender, Location, Seniority, Salary range, Age group, Contract type, Job title, Ethnicity, and Identifies as. Defaults to Length of service.
- Length Of Service Granularity — controls how length-of-service and time-in-role buckets are displayed wherever those breakdowns appear (Standard, Compact, or Granular). Defaults to Standard.
- Tenure Distribution — on Distribution By Length Of Service, switches the tenure measure between Length of service (continuous employment) and Time in role (months in current role) in the Distribution By Length Of Service chart.
📅 Date Filtering
The global Start Date and End Date filters drive the reporting window across the dashboard. On the ONS Reporting tabs, the calculation only includes complete Monday-to-Sunday weeks that fall inside your selected range — the Date Range Information card confirms exactly which weeks were used. If you leave the dates blank on those tabs, the calculation defaults to the previous full calendar quarter.
❗️ Important Definitions
- Continuous service start date vs earliest employment period start — Continuous service start date is the date from which unbroken service is counted (rehires with a qualifying break reset it). Earliest employment period start is the very first employment period start date on record, ignoring breaks and rehires. The two match for employees who have never left and returned.
- Full-time vs part-time classification (ONS Reporting) — an employee is classed as full-time if their average hours worked per week across complete weeks in the selected period meets or exceeds the Full Time Threshold (default 30). Part-time means below the threshold. This is based on actual hours worked, not contracted hours.
- Unknown demographic values — where an employee has no gender, ethnicity, identifies-as, marital status, or age group recorded, the dashboard displays Unknown rather than excluding the row. This keeps the headcount totals accurate.
❓ Common Questions
Why do the ONS Reporting tabs show different totals to the Overview tab?
The Overview tab counts distinct employees in the selected window. The ONS Reporting tabs only include employees who actually worked complete Monday-to-Sunday weeks within your date range, so anyone with no logged hours in any full week is excluded. The Date Range Information card on those tabs shows exactly which weeks were counted.
Why is the Full Time Threshold filter defaulted to 30?
30 hours per week is the threshold the ONS uses for full-time classification in workforce statistics. You can change it to match your organisation's own definition if needed — the FT/PT counts and percentages will recalculate.
Why do some demographic fields show as "Unknown"?
When an employee record doesn't have a value recorded for gender, ethnicity, identifies as, marital status, or date of birth (which drives age group), the dashboard groups those rows under Unknown rather than dropping them. Update the employee's record to remove them from this bucket.
🗓️ Data Coverage
- Data freshness: Refreshes every 30 minutes via the automated data pipeline. Check the 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.