You can pull most of your Worksuite data yourself: Insights reports for a view across your talent, and exports from the task and invoice lists for spreadsheets. That means month-end totals, audit lists and year-to-date payments don't have to wait on a support request. This article shows how to get access, how to download, what each source includes, and which requests need Worksuite Support.

Who can do this: Insights needs the Can access Insights permission. Exports from a list need access to that list, for example tasks or invoices.

Availability: Insights reports and list exports are available in every account. Custom reports are built by Worksuite on request.

TABLE OF CONTENTS

Get access to Insights

Insights opens from Insights in the side menu. If you don't see it, you don't have access yet.

To give a teammate access to Insights:

  1. Make sure the teammate has accepted their Worksuite invitation and logged in once. Access can't be set up for someone who hasn't registered.
  2. Go to Settings → Team → Roles and Permissions and check that their role includes Can access Insights.
  3. Contact Worksuite Support with the teammate's name and email, and ask us to connect them to Insights.

When we confirm, Insights shows in their side menu. If someone who had access leaves, remove them from your team and ask Support to give access to the person replacing them.

Download data from an Insights report

Each Insights report is made of tables and charts. You download one table at a time, not a whole report.

  1. Click Insights in the side menu.
  2. Open a report.
  3. Find the table you want.
  4. Hover over the top-right corner of the table and click its menu.
  5. Click Download and pick a file type.

The file downloads to your computer. If the table is empty, check the report's filters first. If it still shows nothing, contact Support.

What Insights reports include

  • One workspace only. If your company has more than one Worksuite workspace, run the report in each.
  • Team. A blank Team column means the freelancer wasn't assigned to a team.
  • Timesheets. If a freelancer is missing from an invoice or timesheet report, check whether their timesheets have been approved.
  • Archived freelancers. Use the report's filter to include or leave out archived freelancers.

Which reports you see depends on your account. Common ones cover onboarding status, agreement status and profile information.

Export a task list

  1. Go to Tasks & Projects → All Tasks.
  2. Filter the list, for example by task manager, team or a custom field.
  3. Add any columns you need to the table, such as the freelancer's email or the project. The file includes the columns you can see.
  4. Click Export.

You get a CSV file of the filtered tasks. To list every freelancer on tasks you manage, filter by task manager and pick yourself. The Projects list has the same Export button.

Export invoices and payment totals

  1. Go to Invoices → All Invoices.
  2. Open the more options menu at the top of the list and click Export. The Download Invoices window opens.
  3. Choose a Start date and End date. The dates match the day each invoice was created, not the day it was paid. Leave both empty to download every invoice.
  4. Click Download.

You get a CSV file of invoices in every status. For year-to-date totals per freelancer, use 1 January to today, filter the file to Paid invoices, then total the amounts by freelancer in your spreadsheet. Step-by-step help is in Downloading Payment Reports.

To see one freelancer's history, open their profile and select the Invoices tab. Invoices you paid outside Worksuite and didn't record in Worksuite don't appear there.

Export your talent list

Your talent directory's table view lets you choose the columns you see on screen. For a file of your freelancers with fields such as freelancer IDs, location, custom fields or profile links, or one that includes archived freelancers, contact Worksuite Support. Tell us which fields you need and whether to include archived freelancers.

If your download doesn't start

Large exports are prepared in the background. You'll see "Preparing your file for download..." and then "Your download will start automatically." Large exports can take a while, sometimes hours.

If nothing downloads:

  1. Make sure you're logged in to Worksuite in the same browser, then open the download link again.
  2. Allow pop-ups and downloads for your Worksuite address.
  3. Clear your browser cache and try again.
  4. Run the export again.

If the page says "Could not prepare your file." or "File expired, please create new file request.", start a new export from the same page.

If it still fails, contact Support with the page you exported from, the filters you used, and a short screen recording.

Requests that need Worksuite Support

You needWhat to do
A report that Insights doesn't have, such as extra profile or custom-field columns, or freelancers missing a valueAsk Support about a custom report.
A talent list with specific fieldsAsk Support, as described above.
All task attachments in one downloadAsk Support.
All signed documents and profile filesAsk Support. These aren't available as a bulk download in the product.

If you're leaving Worksuite

Export your tasks and invoices using the steps above before your subscription ends. Then ask Support for your talent list, profile documents and task attachments.

Support/Resources

Still have questions about reports and data exports? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.