The Report Module enables you to create, manage, schedule, and view reports, including dynamic reports with charts, cross-tabs, and tables. It also supports permissions, scheduling, pass parameters, and hotlinks so users see the right data at the right time.
⚠️ Important: You need appropriate security permissions to design reports, edit report properties, and manage schedules and permissions. Viewing reports requires access granted via Security Roles.
📌 Notes:
Report queries have a maximum run time of 10 minutes. Inefficient queries may time out and should be tuned or filtered.
FastTrack monitors report queries for overall system performance. Reports that significantly impact performance may be disabled until resolved.
View a Report
Select Reports from the left-hand menu. The Reports screen appears.
In the Report Folder panel, select the folder that contains your report, or use Search to find it. A list of reports appears in the right panel.
In the Action column for the required report, open the Action dropdown. Available actions appear.
Select View. The report opens in a new browser window.
Add Yourself to a Report Schedule
Select Reports from the left-hand menu. The Reports screen appears.
In the Report Folder panel, select the folder or use Search to locate the report.
A list of reports appears in the right panel.In the Action column for the report, open the Action dropdown.
Available actions appear.Select Schedule. The report’s schedule opens.
Select Add Recipient. Your email address is added to Report Recipients.
Then select Save and the schedule is updated.
Create and Manage Reports in Report Designer
The Report Designer is used to create and manage dynamic reports. FastTrack provides predefined views and relationships within the Report Designer, covering most data in the solution.
⚠️ Important: You need Administrator or Report Designer permissions to create, edit, or delete reports.
Create a New Report
You can create several types of reports in the Report Designer depending on your data requirements.
Available Report Types
Blank Report – Create a report manually by adding your own components.
List Report – Display data as a list.
Master-Detail Report – Present data with related detail sections.
Label Report – Generate formatted labels.
Drill-Down Report – Enable users to explore underlying data.
Chart Report – Include visual chart components.
Cross-Tab Report – Summarize data using grouped rows and columns.
📌Note: When creating a report using FastTrack’s standard views, Data Groups are automatically applied. This ensures users only see data relevant to their assigned Data Group.
If you create a report using custom SQL queries, from version 11.37 onward, you can adjust these queries to reference Data Group logic.
Manage Report Performance
⚠️ Important: The maximum query execution time is 10 minutes.
Reports containing inefficient queries may time out.
If a timeout occurs:
Apply parameters to reduce the data volume returned.
Optimise your SQL query for improved performance.
Contact your Account Manager if you require assistance with query tuning.
FastTrack monitors all report queries to ensure system performance is maintained. If a report query negatively impacts system performance, you will be notified, and the report will be disabled until the issue is resolved.
If a user attempts to run a disabled report, a warning message will display advising that the report is temporarily unavailable.
Access the Report Data Dictionary
A Report Data Dictionary is available to provide insight into the data structure and field relationships used within reporting.
You can learn more by viewing the Data Dictionary documentation.
Actions for Existing Reports
The following actions are available for existing reports:
View – Open and run the report (for users with access).
Schedule – Distribute the report by email based on a defined schedule (daily, weekly, monthly, etc.).
Edit – Open the Report Designer to modify the report.
Delete – Permanently remove the report.
Copy – Create a duplicate of the report.
Move – Transfer the report to another folder.
Permission – Apply Security Groups to control report access.
Properties – View details and configuration information for the report.
Create and Edit a Report
Use the Report Designer to create new reports or modify existing ones in Recruitment Manager. This tool allows you to customise report layouts, fields, and filters to meet your reporting needs.
Create a Report
Log in to Recruitment Manager, then select Reports from the left-hand menu.
Click the required Report Folder, then select Add.
Enter the Report Name and a Report Description, then select OK.
The Report Designer screen opens in a new browser window.
The tool includes an in-built Help module. To access it, select the ? icon at the top right of the screen.
When the report design is finalised, select Save Report, then close the Report Designer tool.
Edit a Report
Open Recruitment Manager, then select Reports from the left-hand menu.
The Reports screen is displayed, showing a list of Report Folders.Select the required Report Folder.
A list of reports stored in the folder is displayed on the right-hand panel.From the Action dropdown list next to the report, select Edit.
The report opens in the Report Designer screen in a new browser window.When the report design is finalised, select Save Report.
The updated report is saved and displayed in the Reports screen.
Apply Permissions to a Report
Open Reports from the left-hand menu.
Select the folder containing the report. You will see the report list appear.
In the Action dropdown for the report, select Permission.
The Permission screen appears with Security Roles listed.
Select the Security Roles that should access the report, then select Save.
Users in those roles can view, run, and self-subscribe to schedules for the report.
Create a Report Schedule
Open Reports from the left-hand menu.
In the Report Folder panel, select the report’s folder or use Search.
In the Action dropdown for the report, select Schedule.
A blank schedule opens.
Configure recipients, output format, frequency, and frequency type as required.
Select Save.
A clock icon displays next to the report name, indicating a schedule exists. Users with access can add themselves to the schedule.
Add a Report to the Dashboard or a Record
Reports can be configured to display in the Dashboard or within specific records to provide users with quick access to relevant operational data. This allows teams to monitor key information directly within their daily workflows.
Configure a Report to Display in the Dashboard or a Record
Go to Reports from the left-hand panel menu.
Click Action, then select Properties.
In the Properties window, configure the display settings for the report.
You can select one or more locations (pages or records) where the report should appear.
Click Save.
The report will display on the selected pages for users who have permission to access it.
📌 Note: For records, the report will appear as the last section on the page.
If it does not display immediately:
Click Manage Sections.
Select Add Sections to apply the report.
The same process applies when adding a report to the Dashboard.
Users can also manage the report’s position on the page using Manage Sections.
⚠️ To display reports with pass parameters (for example, showing data about a client’s jobs within a Client Record):
Add filters in Report Designer to pass the required entity information.
For more details, refer to the article on Add Pass Parameters to Custom Reports.
Configuration Options
Item | Description |
Display In | Lists all the areas of the system where the report can display. To display it in multiple areas, click Add to create additional rows and select each required location. |
Width | Defines the width of the report tile. Choose Single (½ page width) or Double (full page width). Use Single for smaller tiles that do not need the full width. |
Height | Sets the vertical height of the report tile. Adjust as needed to ensure the report content displays clearly. |
Load | Determines if the report loads open or closed by default. If closed, users can expand it using the arrow on the header. To maintain page efficiency, only up to three reports load open by default. |
Add | Creates a new Display In entry. |
Delete | Removes an existing Display In entry. |
Add Variable Defaults to an Existing Report
Reports can be designed to provide users with variables or filters to refine results. From version 11.37 onwards, filters in some reports may no longer default automatically and may display as NULL.
If a user selects Submit while the filter values are NULL, the report will not run until all values have been assigned.
If you need to refactor an existing custom report to automatically apply default filters, follow the steps below.
📌 Note: If you have a large number of reports that need updating, contact FastTrack Customer Support or your Account Manager. The team can update these reports as a charged service if required. Please provide the number of custom reports impacted to assist with the request.
Add Default Filters to an Existing Report
Open the Report Module from the left-hand menu, then open the relevant folder.
Click Actions, then select Edit on the report you want to update.
Click the Dictionary tab on the right-hand panel, then select Variables.
Right-click the variable you need to change and select Edit.
Update the Value field to the value you wish to display as the default.
Click OK.
The default value is stored and will display automatically the next time the report is opened.
Add Pass Parameters to Custom Reports
Use pass parameters in custom SQL reports to display filtered data, such as showing a Dashboard report filtered to the logged-in user’s data groups.
To create and manage reports using the Stimulsoft Report Designer, users must have the following permissions:
Maintenance.
Select Security.
Report Designer.
Open the Report Designer
Go to Reports from the left-hand menu.
Click Edit to open an existing report, or click Add to create a new report.
Ensure you are editing a Custom Report (custom SQL query).
Use Pass Parameters in Custom Reports
⚠️ Important: Pass parameters can only be added to Custom Reports that use a custom SQL query.
You can use reserved words to filter reports dynamically. These words allow the report to retrieve data specific to the logged-in user or related records.
Record Type | Limit Result To | Reserve Word |
Dashboard | Logged in user | LoggedInUserID |
Candidate | Candidate | EntityId, LoggedInUserID |
Parent | Parent | EntityId, LoggedInUserID |
Client | Client | EntityId, LoggedInUserID |
Cost Centre | Cost Centre | EntityId, LoggedInUserID |
Contact | Contact | EntityId, LoggedInUserID |
Temp Job | Temp Job | EntityId, LoggedInUserID |
Perm Job | Perm Job | EntityId, LoggedInUserID |
Contact Job | Contact Job | EntityId, LoggedInUserID |
Filter Job Data for the Logged-In User
In a Job Order report, use the LoggedInUserID parameter to filter data so that only records owned by the logged-in user are displayed.
For example, include the parameter in your SQL query where the user is the Job Owner.
This ensures the report dynamically filters based on the active session user.
⚠️ Important: Always test pass parameters in View Mode, not in the Editor Preview.
The preview mode does not apply logged-in user parameters, so results may not reflect real data filters.
Add Hotlinks to a Report
You can embed hotlinks in Custom Reports (custom SQL) to open entity records from report fields.
Build each link from the base URL, a parameter, and a field value (for example:
@ClientURL/@Client/{JER.ClientId}).
Below is a list of parameters and the related report field required:
Parameter | Report Field Required |
@Candidate | CandidateId |
@JobOrder | JobOrderId |
@TempJob | JobOrderId |
@ContractJob | JobOrderId |
@PermJob | JobOrderId |
@Parent | ParentCompanyId |
@Client | ClientId |
@Contact | ClientContactId |
@CostCentre | CostCentreId |
@Leave | LeaveRequestId |
@user | UserId |
@Timesheet | dbtemtempid |
📌 Note: Test hotlinks in View mode, not in the designer preview.
Apply Data Groups to Custom SQL Reports
When you create a report using custom SQL queries, the report does not automatically filter data according to the logged-in user's Data Group.
📌Note: Standard FastTrack reports automatically include the Data Group filter. This requirement applies only to custom SQL reports created from version 11.37 onward.
⚠️ Important: You must be using FastTrack version 11.37 or later to use this functionality. Administrator or report designer access is required to update SQL queries.
Use Pass Parameters to Filter Data
From version 11.37 onward, you can use the Pass Parameter functionality to filter data in custom SQL reports by the logged-in user's Data Group.
At the time of running the report, the application replaces the @User variable with the logged-in user's ID, ensuring that only data associated with their accessible offices is displayed.
Example SQL Queries
Use one of the following query structures to limit the returned data by office access:
SELECT * FROM fo.Candidates c
WHERE c.OfficeId in (SELECT Officeid FROM fo.vUserOfficeLookUp WHERE USERID = LoggedInUserID)
SELECT c.* FROM fo.Candidates C
INNER JOIN fo.vUserOfficeLookUp O ON C.OfficeId = O.OfficeId
WHERE O.UserId = LoggedInUserID
@user = 900000001
Please contact Professional Services if you require assistance to apply these queries to your custom SQL reports.
Stimulsoft Report Designer Help
The Stimulsoft Report Designer tool includes built-in help features that provide support and guidance for report designers.
⚠️ Important: Do not log issues directly with Stimulsoft. All Report Module issues must be logged with FastTrack360 Support.
To access Stimulsoft help:
Open the Report Designer by following the steps to create a new report.
From the top menu, select File.
From the left-hand menu, select Help.
The Help menu displays on the right-hand panel.
Help Menu Options
The Help menu includes the following items:
Item | Description |
Documentation | Provides a comprehensive guide to using Stimulsoft. |
Support | Do not log issues directly with Stimulsoft. Log any report module issues with FastTrack360 Support. |
Videos | Links to the Stimulsoft YouTube channel with tutorials and demonstrations on report writing. |
Samples | Not relevant for FastTrack360 Report Module users. |
Forum | Provides access to the Stimulsoft Reports.Web demo forum, useful for advanced users seeking community discussions. |
Demos | Offers a list of demo reports that users can view, edit, and save copies of. This feature is intended for advanced users. |
Training | Stimulsoft offers paid training packages (prepaid blocks of 10 hours). For training tailored to FastTrack360, contact your FastTrack360 Account Manager or Professional Services for a quote. |
Import and Export a Report
Export a Report
Select Reports from the left-hand menu.
In Report Folder, select the folder or use Search to locate the report.
In the Action column for the report, select Export. The Export Report pop-up appears.
Select the Export Type.
Select Export. The report is generated in the chosen format.
Save the file to the required location.
Import a Report
Select Reports from the left-hand menu.
In Report Folder, select the folder that will contain the report.
Right-click the folder. The folder actions pop-up appears.
Select Import Report. The Import Report pop-up appears.
Enter the Report Name.
Select the Import (file) Type.
Select Import Files +. A Choose File dialog appears.
Select the report file to upload.
Select Open. The report is imported.
FT Standard Reports (Library Overview)
A FT Standard Reports folder provides a wide library of out-of-the-box reports across Maintenance, Recruitment, Timesheets & Interpretation, Payroll (AU/NZ/UK), Billing, and Compliance. These reports:
Apply the user’s Data Group permissions so results reflect the viewer’s access.
Often include hotlinks to open related records in a new tab.
Examples include: Find Timesheet Report, Interpreted Time Check, Client Timesheet Sales Report, Uninvoiced Sales Report, Payee Super Check Report, Gender Pay Gap (UK), Invoice Day Book, and more. Where a standard report is close to your needs, use Copy to export and import it into your folders, then edit.
For more information, please refer to FT Standard Reports.
Report Execution Audit
The system stores audit details when reports are run from the Report Module, including: the user, date/time, runtime, and success status.
You can build custom reports using the Reports, and Reports Execution data to analyze usage and performance.
💡 Best Practices
Keep report queries efficient and scoped with parameters to avoid 10-minute timeouts.
Apply Data Group filtering for all custom SQL reports to enforce least-privilege access.
Test pass parameters and hotlinks in View mode to confirm runtime behavior.
Use schedules for high-demand reports to reduce manual runs and standardize delivery.
Version your custom reports by copying before major changes to preserve a rollback path.
Review scheduled recipient lists regularly to maintain compliance and data minimization.
🤔 FAQs
Q1: Why did my report time out after 10 minutes?
Answer: Reports have a maximum 10-minute runtime. Reduce the dataset with parameters, optimize joins and filters, or refactor the query.
Q2: Why can’t some users see my report?
Answer: Ensure the report has the correct Security Roles in Permission and that Data Group filters do not exclude their data.
Q3: Can I schedule a report I did not create?
Answer: Yes. If you have access to the report, you can open Schedule and add yourself as a recipient.
Q4: How do I show a report on a Client record or the Dashboard?
Answer: Use Properties to select Display In locations and set width, height, and load behavior. Add the section via Manage Sections if it does not appear.
Q5: Do standard reports enforce Data Groups?
Answer: Yes. FT Standard Reports filter by the logged-in user’s Data Group permissions.
Q6: Can I add links from report fields to open records?
Answer: Yes. Configure hotlinks in Custom Reports by combining a parameter (for example, @Client) with the relevant field (for example, ClientId).
Q7: How do I restrict a custom report to the logged-in user’s offices?
Answer: Use pass parameters such as
LoggedInUserIDin your SQL, joining to user-office lookup views as shown in the samples.
Q8: What happens if FastTrack disables my report?
Answer: If a report degrades system performance, it may be disabled. You will be notified and can re-enable it after optimizing the query.