How to generate competency reports with SkillBox?
Table of Contents:
- What is a competency report?
- What is a competency report used for in an organisation?
- Who uses competency reports?
- What data should a competency report include?
- Drawbacks of traditional report creation
- How to shorten the time and generate competency reports with SkillBox?
- Competency reports and the pay transparency directive
- Start generating reports today!
Have you ever spent hours manually collecting data on employees’ competencies, only to find that the competency report was outdated before the board meeting even started? Competency reports allow you to see skill gaps, team potential and development needs in just a few minutes. This article will show you how to move from chaotic Excel sheets to instant generation of such reports, regardless of your company’s size.
What is a competency report?
A competency report is a visual and analytical summary of employees’ skills, qualifications and potential within an organisation. It is a tool that maps hard skills (e.g. SAP operation) and soft skills (e.g. leadership) against job requirements.
A typical competency report shows:
- – The degree of alignment between competencies and the job profile.
- – Development needs.
- – Comparisons between departments or time periods.
What is a competency report used for in an organisation?
Competency reports help employers understand the potential of their workforce as well as market needs. They are used to identify the strengths of the team and areas for improvement, supporting the organisation’s goals.
The main applications are:
- Development planning: Defining individual career paths based on real data.
- Cost optimisation: Analysing training needs to reduce unnecessary expenses – for example, instead of training everyone, you focus on identified gaps.
- Personnel decisions: Promotions, rotations or recruitment based on facts and data, not intuition.
- Audits and compliance: Quick proof of up‑to‑date qualifications during ISO or IATF audits.
In large companies, such as those in the manufacturing sector, a competency report helps simulate succession – who will replace a key specialist?
Who uses competency reports?
A competency report should be tailored to the role of its recipient.
HR department
HR professionals generate competency reports to coordinate performance reviews and training budgets. They have a view of the whole organisation, for example the average competency level in the sales department.
Managers and supervisors
Managers use a competency report to assess their team and quickly check whether skills match quarterly goals.
Top management
The management board receives strategic competency reports: an analysis of the company’s overall potential, competency risks and the ROI of development investments.
Employees
Employees with access to a competency report can see their strengths and development goals, which increases their engagement.
What data should a competency report include?
A good competency report is, among other things, the story of the team’s success. Here are its key elements:
| Report element | Description |
| Competency profile | Degree of fulfilment of job requirements |
| Gaps and surpluses | Comparison of current vs. expected skills |
| Time trends | Development across periods |
| Group comparisons | Department vs. whole company |
| Forecasts | Simulation after trainings |
| Training metrics | Cost vs. effect |
Drawbacks of traditional report creation
Imagine this: an HR manager copies data from 10 spreadsheets and validates it manually. It takes 4-8 hours, and human error is the norm.
Problems with traditional methods:
- – Poor scalability in companies with more than 50 employees.
- – Scattered data (emails, drives).
- – No automation – zero alerts about changes.
How to shorten the time and generate competency reports with SkillBox?
The secret to fast yet reliable competency reports lies in automation and a central data base. What should such a process look like?
- Build a central database: The SkillBox Competency Matrix allows you to collect competency data in one place – assessments, qualifications, events.
- Standardise data: Use the Skills Matrix to create competency profiles.
- Create reports: SkillBox has a dedicated module designed for HR departments, which enables, among other things, creating summaries of competency levels or simulating personnel decisions.
Thanks to data centralisation, all information about employees’ competencies – such as skill levels, certificates, trainings, experience or competency gaps – is always up‑to‑date and consistent.
The user can easily filter data by teams, positions, projects or specific competencies and then automatically create clear reports that support HR and managerial decisions.
The system also makes it possible to compare current competencies with job requirements, identify development areas, plan trainings and simulate personnel changes (e.g. promotions or transfers).
Manage your competencies in a planned manner and schedule a no-obligation consultation SkillBox Competency Matrix.
Competency reports and the pay transparency directive
Competency reports are gaining strategic importance in the context of the EU Pay Transparency Directive (2023/970), whose full implementation in Poland is planned for June 2026. The directive requires employers to report pay gaps between women and men and to prove that differences in remuneration result from objective criteria such as competencies, experience or responsibility, not gender.
Using the Competency Matrix and its reports provides hard data: it shows how skill levels justify pay ranges, enabling in‑depth analysis of the pay gap.
Start generating reports today!
A competency report is a bridge between current skills and the company’s strategic goals. By generating it with the SkillBox Competency Matrix, you gain an advantage: faster decisions, lower costs and a stronger team. Try the free SkillBox demo and see how the reporting module works in practice.
You may be interested in:
Competency Matrix – How It Helps Retain Talents in the Company
How to Automatically, Quickly, and Effectively Evaluate Employees?
Employee Evaluation in Manufacturing – How to Do It Effectively with the Skill Matrix?
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