Write the monthly people report: headcount, starters and leavers, overtime and leave
At the start of the month Claude reads last month's staff, overtime and leave records and writes the people report for the owner: headcount, who joined and who left, overtime and leave by department, against last month.
Safe versionHRWhen you need it
Set it up5 steps
Open the Claude desktop app and sign in with the Claude account you use for work. On a personal Free, Pro or Max plan, chats can be used for training unless you switch off SettingsPrivacyHelp improve Claude.
No account yet? Ask your manager.
Where things are in Claude
- CustomizeConnectors In Claude's left sidebar: connect your email and files.
- /schedule Type it in a new Cowork task to run a prompt on a schedule.
- Scheduled In Claude's left sidebar: what runs, to pause or change it.
- Once for the whole company: your Microsoft admin approves Claude's Microsoft 365 connector and turns on its write tools, so Claude can save drafts and files. If connecting asks for an admin's approval, this is still to do: send them this step.
- On the first working day of the month, ask your payroll program or your accountant for last month's numbers by department (headcount, starters, leavers by reason, overtime hours, how many people went above your overtime limit, leave days by type) and put them in a Monthly folder inside your HR folder. No names, ID numbers or pay. Count a department of fewer than 5 people together with another.
- In Cowork, connect your HR folder in OneDrive or SharePoint (the one synced to this computer).
- Open Cowork, paste the prompt and name the month. The first time, also put your last report in the Monthly folder, with every name deleted, so Claude follows its layout.
- Check every number against your records before the report goes to anyone. Claude marks what it could not find.
Set this up on your computer: the Claude desktop app runs it.
The prompt
- Taken out by a company rule: Write the people report for the month I name, from the files in the Monthly folder inside my HR folder, the "Hours rules" file in my HR folder, and last month's report in the Monthly folder inside my HR folder.Write the people report for the month I name, from the counts in the Monthly folder inside my HR folder and last month's report in the Monthly folder inside my HR folder. Use counts by department only. If a file still shows a name, an ID number, pay or a health detail, ignore it, never repeat it, and tell me which file it was in so I leave it out next time.safe version
- 1. Headcount at the start and the end of the month, by department, and against the same month last year where the data has it.
- Taken out by a company rule: 2. Starters and leavers by department, with the leaving reasons as recorded (resigned, dismissed, end of contract, retired, other). Count separately the leavers who had been with us less than 6 months.2. Starters and leavers by department, with the leaving reasons as counted (resigned, dismissed, end of contract, retired, other), and how many of the leavers had been with us less than 6 months.safe version
- Taken out by a company rule: 3. Overtime hours by department, against last month. List the people above the overtime limit in the "Hours rules" file. If the file gives no limit, write [TO FILL: our overtime limit] and do not use one of your own.3. Overtime hours by department, against last month, and how many people went above our overtime limit, from the counts. If the counts do not say, write [TO FILL: people above the limit].safe version
- 4. Leave days taken by type (annual, sick, unpaid, other) and by department, against last month.
- 5. Three lines on what needs attention, such as a department whose overtime or sick leave rose by a third or more, or several leavers from one team.
- Taken out by a company rule: Write it as a Word document in the Monthly folder. Use only the figures in the files, and write [MISSING] where one is not there. Describe teams, not people: never guess why someone left or was off, never comment on anyone's health, and name a person only in the overtime list.Write it as a Word document in the Monthly folder. Use only the figures in the files, and write [MISSING] where one is not there. Name no one, and never guess why anyone left or was off.safe version
- Company rule: never put employee records into this task. If an email or file contains them, skip that part and tell me.company rule
Kept out of AI
- Employee recordsKept out
- Safe version. Counts only. Claude reads numbers by department with no names, ID numbers or pay, and a department of fewer than 5 people is counted with another, so no number points to one person.
What you get
A two-page people report with the month's numbers by department, the changes against last month, and three lines on what needs attention.
Get this workflow for your team
Two minutes each: everyone gets a plan of ready workflows like this one, inside your company's rules.
Your manager sees progress and hours. Never what Claude reads or writes.
FirstPrompt's workflow library adapts parts of Anthropic's knowledge-work-plugins (Apache-2.0), rewritten by FirstPrompt. Source and licence