1. Navigate to Reporting Periods
From the top navigation menu select the Settings icon.
From the main sidebar, go to Company Settings → Reporting Periods.
2. Create a New Report Period
When creating a new reporting period you have two options:
Option 1: Add Report Period
This is the most common reporting period used and should be used for any reporting periods where you want to enter emissions into Gaia.
This reporting period type should also be used when you want to import each individual emission record into Gaia from historical reporting periods
Option 2: Add Archived Report Period
This is used when migrating to Gaia to record high level information about a previous reporting period.
The information is limited to aggregated data such as Total Scope 1 Emissions, Total Scope 2 Emissions etc.
This data will be used for historic reporting.
3. Option 1 - Create a New Report Period
Click + Add Report Period to begin.
Fill in the following:
Start Date: When the period begins (e.g. 01/09/2024)
End Date: When the period ends (e.g. 31/08/2025)
💡 Tip: The reporting period usually matches your organisation's financial year, but it can follow the calendar year if preferred.
Click Save to add the period.
4. Option 2 - Add an Archived (Previous) Reporting Period
If you're backfilling historical data, click + Add Archived Report Period.
You’ll be asked to complete additional fields:
Name (e.g. “2022/23”)
Start and End Dates
Number of UK Employees
Number of Non-UK Employees
Total Revenue (£)
📌 You can also tick the box to “Record this report period as your base year” — helpful for tracking reductions over time.
Click Next to proceed.
5. Managing Report Periods
Once periods are created, you’ll see them listed:
Status: Shows whether the period is Open (editable) or Closed (locked).
Data Entry: Displays whether calculations are completed.
Actions:
Click Close to lock the period once data is final.
Click View to explore closed periods.
Click Make Base Year to set a reference year for comparisons.
✅ Best Practices
Always close a reporting period once data is reviewed to avoid accidental changes.
Set a base year as an anchor point for future emissions reduction goals.
Add past periods using “Archived Report Period” to track historic performance.