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What is Own Workforce?

Own Workforce is Dcycle’s module for collecting and managing social data about your employees. This data is required for sustainability reporting under the ESRS S1 (European Sustainability Reporting Standards) and helps organizations track key social metrics such as headcount, full-time equivalents (FTE), gender pay gaps, training hours, and workplace safety. 
+--------------------------------------------------------------------+
|                        OWN WORKFORCE                               |
+--------------------------------------------------------------------+
|                                                                    |
|  EMPLOYEE RECORD (per person)                                      |
|  +--------------------------------------------------------------+  |
|  | Employee ID | Birth Date | Gender | Disability Status        |  |
|  +--------------------------------------------------------------+  |
|       |                |                    |                       |
|       v                v                    v                       |
|  +-----------+   +-------------+   +--------------------+          |
|  | CONTRACTS |   | TRAININGS   |   | ABSENTEEISMS &     |          |
|  |           |   |             |   | ACCIDENTS           |          |
|  | - Type    |   | - Hours     |   |                     |          |
|  | - Dates   |   | - Type      |   | - Absence dates     |          |
|  | - Location|   | - Dates     |   | - Absence hours     |          |
|  | - Category|   | - Descrip.  |   | - Accident context   |         |
|  | - FTE     |   +-------------+   | - Accident date      |         |
|  |           |                     +--------------------+          |
|  |     |     |                                                     |
|  |     v     |                                                     |
|  | REMUNERA- |                                                     |
|  | TIONS     |                                                     |
|  | - Amount  |                                                     |
|  | - Currency|                                                     |
|  | - Dates   |                                                     |
|  +-----------+                                                     |
|                                                                    |
+--------------------------------------------------------------------+
The data you upload feeds into Dcycle’s social dashboard and reports, where it is aggregated into KPIs like:
  • Headcount and FTE by gender, country, job category, and contract type
  • Average remuneration with gender pay gap analysis
  • Training hours per employee
  • Accident frequency and severity rates
  • Absenteeism metrics

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How it works

1

Upload employee data

Upload a CSV file with your employees’ personal data and contract details through the Dcycle app. Each row represents an employee with their contract and remuneration information.
2

Add trainings (optional)

Upload a separate CSV with training records linked to employees by their Employee ID.
3

Add absenteeisms and accidents (optional)

Upload a separate CSV with absence and workplace accident records linked to employees by their Employee ID.
4

View results in reports

Navigate to your project’s social section to see aggregated KPIs, charts, and breakdowns in the dashboard and downloadable reports.

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Data sections

Contracts & Remuneration

Employee demographics, contract details (type, dates, location, job category, working hours), and salary information.

Trainings

Training records including hours, type, description, and dates for each employee.

Absenteeisms & Accidents

Workplace absence records and accident reports (in-labore and in-itinere).

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Key concepts

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Employee ID

Every employee is identified by an External Employee ID (external_employee_id) — a unique identifier from your HR system (e.g., payroll number, badge ID). This ID is unique per organization and is used to link contracts, trainings, and incidents to the correct person.

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Full-Time Equivalent (FTE)

FTE is calculated from the working hours ratio on each contract. An employee working full-time has a ratio of 1.0, while a half-time employee has 0.5. Dcycle prorates FTE by the number of active days in each reporting period, accounting for contract start/end dates and absences.

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Contract periods

Each employee can have multiple contracts over time, but contracts for the same employee cannot overlap in dates. When a contract ends and a new one begins, you can specify an end reason (resignation, termination, or contract change). Remunerations are linked to specific contracts and also cannot overlap within the same contract.

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Organization scope

Employee records belong to a specific organization. If your company has subsidiaries, each subsidiary manages its own workforce data. Reports can then consolidate across the organization tree, applying participation holding percentages for financial consolidation.

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Where to see the data

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In the Dcycle app

  1. Data > Workforce — View, search, filter, and manage all uploaded employee records, trainings, and incidents
  2. Projects > [Your Project] > Social — See aggregated KPIs and charts for a specific reporting period
  3. Reports > Social — Download detailed social reports with breakdowns by gender, country, age group, and more

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In reports

The workforce data appears in social reports with these key metrics:
MetricSource dataDescription
HeadcountContractsNumber of distinct employees with active contracts in the period
FTEContracts + AbsencesFull-time equivalent adjusted for working hours ratio and absent days
Average remunerationRemunerationsMean salary by gender, category, or other dimensions
Training hoursTrainingsTotal and per-employee training hours
Accident frequency rateAccidentsNumber of accidents per hours worked
Accident severity rateAccidents + AbsencesLost days due to accidents per hours worked

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Uploading data

All workforce data is uploaded via CSV bulk upload through the Dcycle app. The upload process:
  1. Open the relevant section (Employees, Trainings, or Absenteeisms & Accidents)
  2. Click the Upload button to open the import interface
  3. Paste or select your CSV/Excel data
  4. The importer validates your data in real time, showing errors and warnings
  5. Confirm to upload — the file is processed asynchronously
  6. Once processing completes, records appear in the list
You can also delete records individually or in bulk using filters (e.g., delete all records from a specific upload file).

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Next steps

Contracts & Remuneration

Start with employee demographics and contract data

Trainings

Add training records for your employees

Absenteeisms & Accidents

Track workplace absences and accidents

Employee Commuting

Track Scope 3 Category 7 commuting emissions (separate module)