How to build a report for the Workplace Gender Equality Agency (WGEA)  

Some Australian employers may need to periodically build and share a report to the Workplace Gender Equality Agency (WGEA). This article provides guidance about how this type of report could be built by setting up the relevant supporting custom fields. 

Note: The following fields may not include all the required fields according to your reporting purposes. Ensure that all required fields are determined in accordance with your company’s reporting process.

Some of the required fields will already be present, eg., Gender, Employment Type, Year of Birth (Date of birth in the platform), Postcode, and Base Salary. If this is not the case, you will be able to create them by following the process below. It may also be relevant to update the current Leave Types and Reason for Termination/ Leave lists to reflect the terminology required, e.g., differentiating between primary and secondary carers within Parental leave types.  To learn more about employee fields in general, see Set up employee fields

Tip: As requirements and reporting processes may change, always refer to the WGEA websitefor a list of the required fields/information and process to follow, to ensure the compliance of your report.

Custom categories and fields 

When creating the relevant WGEA fields, you can choose to create them under a single custom category, e.g., WGEA, or to file them under an existing category, e.g., EEO or Work. 

How to create a custom category

  1. From the left menu, click Settings > Employee Fields.
  2. Click +New Category
  3. Under Name, enter “WGEA data.”
  4. Under Description, enter your description (optional). 
  5. Click Add.

How to set up a custom field

  1. From the left menu, click Settings > Employee Fields.
  2. Click on and expand the Category where you want to add a custom field. 
  3. To the right of Category Fields, click + New Field.
  4. Under Name, enter the field name. 
  5. From the Type dropdown menu, select the format of the field. 
  6. Mark the Mandatory field checkbox if you would like to require people to complete this.
  7. Under Description, enter your description (optional). 
  8. Under Applies to mark the Sites you want the field to be applicable to then click Apply.
  9. Click Add.

Tip: You can reorder the fields within a category as well as reorder categories. Drag and drop the fields or categories to adjust the ordering. To change the placement of a field from one category to another, click the three-dot menu, then select Move to category. Select the desired Category from the dropdown menu, then click Save.

How to set up specific custom fields and categories that may be relevant for WGEA reporting  

How to add an “Employing ABN number” custom field 

Note: If you have multiple employing entities in Australia, you may want to capture these details in the Employee Profile.

  1. Click on and expand the Category where you want to add a custom field. 
  2. To the right of Category Fields, click + New Field.
  3. Under Name, enter “Employing ABN.”
  4. From the Type dropdown menu, select Text. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  5. In the Applies to dropdown list, mark your Australian site.
  6. Click Add.

How to add an “Occupational Category” custom field 

  1. Click on and expand the Category where you want to add a custom field. 
  2. To the right of Category Fields, click + New Field.
  3. Under Name, enter “Occupational category.”
  4. From the Type dropdown menu, select List.
    If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  5. Scroll to Manage List then click Manage.
  6.  Click +Add and insert:
    • 0001 Managers
    • 0002 Professionals
    • 0003 Technicians and Trade Workers
    • 0004 Community and Personal Service Workers
    • 0005 Clerical and Administrative Workers
    • 0006 Sales Workers
    • 0007 Machinery Operators and Drivers
    • 0008 Labourers
  7. Click Save.
  8. In the Applies to dropdown menu, mark your Australian site.
  9. Click Add.

To learn more about Occupation Category, see WGEA’s How to provide an ANZSCO 'Occupational Category' in the Workplace Profile

How to add a “Manager Category” custom fields 

Tip: Enter the “Manager Category” information in the Work Category.

  1. Click Settings> Employee Fields
  2. Scroll to Work and click + New field.
  3. Under Name, enter “Manager category.”
  4. From the Type dropdown menu, select List. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  5. Scroll to Manage List then click Manage
  6. Click +Add and insert:
    • CEO - CEO (or equivalent)
    • KMP - Key Management Personnel
    • HOB - Head of Business
    • GM - Other executives/General Managers
    • SM - Senior Manager
    • OM - Other Manager
  7. Click Save.
  8. In the Applies to dropdown list, select your Australian site.
  9. Click Add.

How to add a “Level to CEO” custom field 

  1. Click Settings> Employee Fields
  2. Scroll to Work and click + New field.
  3. Under Name, enter “Level to CEO.”
  4. From the Type dropdown menu, select List. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  5. Scroll to Manage List then click Manage
  6. Click +Add and insert:
    • +1
    • 0
    • -1
    • -2
    • -3
    • -4
    • -5
    • -6
    • -7
    • -8
    • -9
    • -10
    • -11
    • -12
    • -13
    • -14
    • -15
  7. Click Save.
  8. In the Applies to dropdown menu, select your Australian site.
  9. Click Add.

How to add a “Graduate/Apprentice” custom field 

Note: If you are already identifying Graduates or Apprentices through the Employment Type field, an additional field may not be necessary.

  1. “Click Settings> Employee Fields
  2. Scroll to Work and click + New field.
  3. Under Name, enter “Are you part of a formal program as a Graduate/Apprentice?”.
  4. From the Type dropdown menu, select List. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  5. Scroll to Manage List and then click Manage
  6. Click +Add and insert:
    • G - Graduate
    • A - Apprentice (not trainee)
  7. Click Save.
  8. In the Applies to dropdown menu, select your Australian site.
  9. Click Add.

How to add an “Industry Class” custom field 

Note:As part of a WGEA submission, you would have confirmed your organization’s Industry Class. This information can be captured on an individual level or added into a report, after exporting it.

  1. Click Settings> Employee Fields
  2. Scroll to Work and click + New field.
  3. Under Name, enter “Industry class.”
  4. From the Type dropdown menu, select List. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  5. Scroll to Manage List and then click Manage
  6. Click +Add and enter the four digit Industry Class codes that apply to your business. 
  7. Click Save.
  8. In the Applies to dropdown list, select your Australian site.
  9. Click Add.

Return from Parental Leave Date

Note: The WGEA requires reports on cases where employment ceases before employees’ return to work from parental leave. To be able to report and compare this information, you need to create an additional field. 

  1. Click Settings> Employee Fields.
  2. Scroll to Lifecycle and click + New field.
  3. Under Name, enter “Return from parental leave date.”
  4. From the Type dropdown menu, select Date. If you’d like this field to be mandatory, mark the Mandatory field checkbox.
  5. Click Save.
  6. In the Applies to dropdown list, select your Australian site.
  7. Click Add.

Total Remuneration

For the purposes of WGEA reporting, the total remuneration field is a combination of a number of different elements. If all the data is available in the platform then you can include the relevant fields to your report, and combine them. However, if not, you will need to refer to other sources as appropriate, e.g., payroll, benefit providers, and so on.  

If these fields are relevant to your company, and if you need to bulk import a large amount of people data, you can use this template that includes one additional tab with the custom fields that are aligned with the custom fields created: 

Import template: Employees data (incl WGEA fields)

For more information about importing people data in bulk, see Import people data

Note: Regarding the list above, these fields reflect common custom fields that may be relevant to include when building a report for the WGEA, and this might not be an exhaustive list. You should always ensure to keep updated about the reporting requirements. You can add or remove the fields from the import templates based on these requirements.