Create Employee Filters Easily in greytHR Admin Portal

Updated in August - 2026 | Subscribe to watch greytHR how-to video

An employee filter is a quick way to shortlist or group a set of employees. For example, a bulletin is meant only for employees in a specific location, not other locations, or an email is sent to employees in the sales department but not others.

The Employee Filter page on the greytHR Admin portal helps you to create filters. The filters help you target specific employees for various purposes. The page displays a list of filters you have already created.

To view the Employee Filter page, navigate to Employee > Setup > Employee Filter.

Create an employee filter

To create an employee filter, perform the following actions:

1. From the greytHR Admin portal, navigate to Employee > Setup > Employee Filter.

2. On the Employee Filter page, click the + Add Filter button. The Employee Filter pop-up appears.

3. In the filter title text box, enter the title of the filter.

4. Select the Shared Filter checkbox if required.
   Note: If you select the Shared Filter option, the filter will be visible to other admin users.

5. Select the Quick/Custom tab as per your requirements.

Quick tab

1. Under the Quick tab, from the Category Type dropdown list, select the required category. The list appears.

2. Select the sub-category from the list and click the ➡ arrow.

3. In the Employee Type field, select All/Current/Resigned as per your requirements.

4. From the Employee Status dropdown list, select the status.

5. Click Save Changes to create an employee filter.

Custom tab

1. Under the Custom tab, from the dropdown lists, select the criteria and the group.

2. If the selected criteria is a date field (for example, Date of Joining or Date of Birth), choose how the date value should be defined — see Define a date range for date-based criteria below.

3. Click the Add criteria button if you want to add new criteria.

4. Click Add Group button if you want to add a new group.

5. Click Save Changes to create an employee filter. The new filter appears on the Employee Filter page.

Define a date range for date-based criteria

For any date-based criteria, you can now define the date as a Relative Range or a Specific Date, instead of only a fixed date. This means a saved filter can automatically resolve to the correct date range every time it runs — for example, "this payroll month" or "this financial year" — without needing manual edits each month.

Relative Range

Select From and To values from the following categories:

• Relative Dates — Yesterday, Tomorrow. Calculated from the current system date.

• Payroll Month — Start of Payroll Month, End of Payroll Month, Start of Previous Payroll Month, End of Previous Payroll Month. Based on the payroll month selected in the page-level Payroll Month selector.

• Financial Year — Start of Financial Year, End of Financial Year, Start of Previous Financial Year, End of Previous Financial Year.

• Calendar — Today, Start of Calendar Month, End of Calendar Month, Start of Quarter, End of Quarter, Start of Calendar Year, End of Calendar Year. Except for Today, Calendar options match only the day and month, irrespective of the year.

Presets

Select a ready-made Preset for a complete date range in one step: Current Payroll Month, Previous Payroll Month, Current Financial Year, New Joiners (This Month), Birthdays This Month, Last 7 Days, Last 30 Days, Last 90 Days, Next 7 Days, or Next 30 Days. When you select a Preset, the system automatically applies the matching logic, and the To field and Offset controls are disabled — Presets cannot be combined with other date options.

You can apply an Offset to Relative Dates, Payroll Month, Financial Year, and Calendar options — enter a numeric value (up to 2 digits) and use the increase/decrease buttons to set the number of days to offset by. Offset accepts values from -99 to +99 days.

Specific Date

Choose Specific Date if you want to pick one exact date from a calendar picker. This value stays fixed and does not change based on the Payroll Month selector.

Note: For operators other than Between (Equals to, Not equals to, Greater than, Less than, Less than equal to), only one date dropdown is shown along with the Offset option.

A description of the resolved date range is shown and updates automatically as you change your selections. If a page doesn't show the Employee Filter dropdown directly, you can attach the filter to an Employee Segment and use the segment instead. 

Note: You can also edit or delete the created filter by clicking Edit or Delete icon. The Shared icon on the newly created filter indicates that the filter is shared with other admin users too.

Other related links:

• Create employee segments