Read the HR Dashboard

A tour of the HR Dashboard landing page, the period switcher, and how the Participation Rate, Category Popularity, and Average Spend per Employee cards are calculated and where their numbers come from.

The HR Dashboard is the landing page of the HR area in CLVR Benefits. It opens on the Dashboard link in the HR sidebar and gives you a company-wide read on how your benefit is being used: a participation figure, which categories are most popular, and the average spend per employee. The page is headed HR Dashboard with the note View company-wide metrics and reports and a small Beta badge, so expect it to keep improving over time. This article walks the page top to bottom: the period switcher, each of the three cards and exactly how it is calculated, and the rules that decide which expenses and employees feed every figure.

The page at a glance

Below the period switcher sit two cards side by side, with a third spanning the full width underneath:

• Category Popularity plots which benefit categories see the most activity in the chosen period. The chart needs at least three categories with activity to draw; until then the card shows No benefit activity in this period or Add at least 3 categories with activity to show the chart.
• Participation Rate shows the share of employees using benefits as a percentage (of employees using benefits), with the headcount split out underneath as Participating and Total Employees.
• Average Spend per Employee shows the average amount spent per employee for the period, a per employee label, and a line chart of the trend over time. When there is a previous period to compare against, a small up or down figure shows the percentage change.

Change the time period

The dashboard shows benefit activity for a single time window at a time, and a switcher at the top of the page lets you choose which window. Changing it recalculates every figure on the page at once. The switcher offers four options:

• This Month
• This Quarter
• This Year
• Year to Date

Year to Date is selected by default when you first open the dashboard. Select any one and the whole page updates.

Each period also has a matching comparison span, which is what the dashboard uses to show whether spend is up or down:

• This Month: the current calendar month, compared against the previous month.
• This Quarter: the current calendar quarter, compared against the previous quarter.
• This Year: January through December of the current year, compared against the same months last year.
• Year to Date: January 1 up to today, compared against the same run of days last year.

So Year to Date and This Year both start on January 1, but Year to Date stops at today while This Year runs to the end of December. Early in the year those two views look similar; by December they match.

Your choice is stored in the page address as a period value, so the dashboard for a given window has its own link. You can bookmark a view you check often, or copy the address to share the exact same window with a colleague on your HR team. Opening that link takes them straight to the same period.

Participation Rate

The Participation Rate card answers one question: of the people on your benefit plan, how many are actually using it in the period you are looking at. The large figure is the share of employees who used their benefits, shown to one decimal place (for example, 62.5%) with the label of employees using benefits below it. CLVR works it out as the number of participating employees divided by your total employees, for the period currently selected.

Beneath the percentage are the two counts that make it up:

• Participating is the number of employees who have at least one approved expense dated in the selected period. Each person is counted once, no matter how many expenses they submitted.
• Total Employees is the number of employees on your plan, and it is the denominator for the percentage.

An employee counts as participating the moment they have any approved expense in the period. The amount they spent does not matter: a small approved wellness (friskvård) claim counts exactly the same as a large one. Both Participating and Total Employees look at the same group of people, so the percentage stays consistent. Active employees on your plan are counted; employees marked as terminated and external employees are left out of both numbers.

This means the same person can be counted as participating in one period and not in another. Someone with an approved expense earlier in the year shows up under This Year or Year to Date, but if they had no approved expense this month, they will not appear in the This Month participating count. A lower rate on a short period is usually normal, not a problem.

Category Popularity

The Category Popularity card is a radar chart that compares how much your company has spent across its benefit categories for the period you have selected. It is a quick way to see which categories employees actually use, and which ones get little activity.

Each point on the radar is one of your benefit categories, and its distance from the centre reflects the total approved spend in that category for the selected period. Categories with more spend reach further out, so the shape tells you at a glance where benefit activity is concentrated. The spend behind each category is gathered from every kind of approved expense tied to that category:

• A benefit purchase from the benefit store.
• A manual expense.
• An expense report (for example a wellness, friskvård, receipt).

All three are grouped by the category they belong to and added together, so a category's position reflects total activity across every route, not just one.

A radar chart needs at least three points to draw a meaningful shape, so the card shows a short message in two situations:

• No benefit activity in this period. There is no approved spend at all for the selected period, so there is nothing to plot.
• Add at least 3 categories with activity to show the chart. There is some approved spend, but it falls into only one or two categories. The radar appears once at least three categories have activity in the period.

Long category names are shortened on the chart's axis so the labels stay readable around the radar. The category itself is unchanged; only the on-chart label is trimmed for display.

Average Spend per Employee

The Average Spend per Employee card turns approved benefit spend into one number you can track over time, with a trend percentage next to it and a line chart underneath.

The large number is the average approved spend across your whole team for the selected period. CLVR takes the total approved spend in the period and divides it by the number of active employees, then shows it in Swedish kronor with no decimals (for example, 3 000 kr). The label per employee sits just below it. Two details shape this number:

• Approved only. Only expenses that have reached an approved status count. Pending or declined reports are not included.
• All active employees. The divisor is every active employee, not only those who claimed something. Terminated and external employees are left out.

To the right of the figure, CLVR compares this period's average to the same average for the previous comparable period and shows the change as a percentage, to one decimal place. A green up arrow means the average went up; a red down arrow means it went down. The arrow and percentage only appear when there was spend in that earlier period to compare against. On a brand-new account, or for a period with no prior history, the card shows the figure on its own.

Under the headline, the line chart plots the monthly average per employee so you can see the shape of the trend, not just a single snapshot. How many months it shows depends on the period: This Month shows six months, This Quarter four months, and This Year and Year to Date twelve months. Hover any point on the line to see a small tooltip with that month and its Average Spend in kronor.

Where the numbers come from

The dashboard does not simply add up every expense in your company. It applies a few consistent filters first, then groups what is left by date. Once you know those rules, it is easy to see why a dashboard figure can be lower than the count you get from scrolling an unfiltered expense list.

• Only approved expenses are counted. Every figure is built from approved expenses only. An expense that is still pending, in review, or declined does not add to any total. As soon as an expense is approved (including expenses that are auto-approved), it starts counting toward the period it falls in. This is the most common reason a number looks low: a batch of recent claims may still be waiting for approval.
• Only active employees are counted. Terminated employees and external employees are excluded from every figure, along with their expenses. This applies both to the people counted and to the spend counted.
• Expenses are grouped by their expense date. The dashboard buckets each approved expense by its expense date, the date the spend actually happened, not the date it was submitted or approved. So an expense paid in March but approved in April counts toward March.

When the dashboard sums spend, it adds together every approved expense tied to an active employee, whatever its source: purchases of a partner benefit, manually entered expenses, and uploaded expense reports (for example, a wellness receipt). They are all counted the same way, by the expense amount. Money is shown in Swedish kronor and rounded to whole kronor, with no öre, so a displayed figure may be a few öre off the exact sum in an expense export. That is display rounding only, not a different calculation.

Put the rules together and the reason a dashboard total can sit below a raw expense list becomes clear. An unfiltered list often includes pending, in review, or declined expenses; expenses from terminated or external employees; and expenses dated outside the period you are viewing. The dashboard leaves all three out. If you need every line, including the excluded ones, use the expense pages rather than the dashboard.

Where to take action

The dashboard is for reading, not editing. To act on individual items, use the HR sidebar:

• Expenses to review uploaded expense reports and benefit purchases.
• Employees (under View All Employees and Add / Manage Employees) to manage people.
• Settings to manage benefit categories, approvals, and payroll.

Troubleshooting

• The cards look empty. With little or no activity in the selected period, Participation Rate and Average Spend per Employee can read low and Category Popularity shows a "no activity" message. Switch to a wider period such as Year to Date to see more.
• The chart will not draw. Category Popularity needs at least three categories with activity in the period before it can render. If you see No benefit activity in this period there is no approved spend at all; Add at least 3 categories with activity means spend exists but only in one or two categories.
• The participation rate looks low for a short period. Narrow periods like This Month naturally show fewer participants. Switch to This Year or Year to Date for a fuller picture.
• Someone is missing from Participating. Check that their most recent expense is approved, not still pending or in review, and that its date falls inside the selected period.
• Total Employees looks off. Terminated and external employees are excluded by design. The count reflects active employees on your plan.
• A category I expected is missing from the chart. Its expenses may still be pending or declined, may fall outside the selected period, or may belong to terminated or external employees, none of which are counted.
• A chart label looks cut off. Long category names are shortened on the axis on purpose. The full category is unaffected.
• A recent expense is missing from the dashboard. Check its status. Only approved (and auto-approved) expenses count. If it is still pending or in review, it appears once it is approved.
• The total is lower than my export. Your export probably includes pending, declined, terminated-employee, or external-employee items, or items dated outside the selected period. The dashboard leaves all of those out.
• A figure changed after I approved something old. The expense was grouped by its expense date, so approving a backdated claim updates a past period rather than the current one.
• Numbers look slightly off by a krona. Dashboard amounts are rounded to whole kronor for display.
• The figures look off for the month. Remember the switcher: every card reflects the selected period, so confirm whether you are on This Month or a wider window.