In this article we'll show how to use Pivot reports to analyse your recruitment activity. The 'pivot reports' option lets you count information related to candidates.
The simplest reports (two column or two row reports) give you a count of candidates based on a single factor - for example, how many candidates are at each stage in the recruitment workflow.
By adding another data point (e.g. gender) to your report, you can create a pivot report which tells you how many submitted applications you've received broken down by gender. In addition, you can optionally use a time filter on your pivot report to give you information based on when applications where submitted (e.g. 'applications this year').
Once created, you can always download the latest information to CSV file for further processing in Excel, or (for advanced users) live link the report into Excel.
Steps to create a pivot report
Select 'Reports', then 'Pivot reports'. If other reports have been created previously, you'll see them listed If the report you want isn't already there, click 'Create new report'.
In this example, we will create a report on Gender breakdown at 3 stages (Submission, Interview, Offer).
Please note, your stages may not be identical to the ones in this example. Also, the accuracy of the report is dependent on candidates having been moved through the relevant statuses/folders, so if a candidate has skipped key folders (for example, if they were moved to 'offer' status by a recruiter on application, bypassing interviews), they won't show up in the report.
We now need to set three parameters:
1. In 'Report type', change the dropdown to 'Pivot table'
2. Candidate workflow is represented by 'Folders', so choose 'Folders' for the field type in 'A'
(there are lots of fields to choose from - Folders is usually about two thirds of the way down the list)
3. We want counts broken down by Gender, so we choose 'Gender' for the field type in 'B'
(Gender is probably near the top)
Once the parameters are set, click 'Get values'. This gives us more options. As we chose 'Folders' as our Field Type A, we can now see our candidate folders appear. If we don't select anything here, the report will show us every stage, which can be too much information. To simplify the report, hold down CTRL on your keyboard, and choose the statuses to report on.
The following statuses are selected in the example below:
- 'Screening>Pending' (which will tell us how many total applications have come in)
- 'First Interview>Scheduled' (how many candidates scheduled to interview)
- 'Offer>Accepted' (how many candidates have accepted offers)
Checking 'Do you wish to see candidates who have ever historically been in the selected folders?' will provide the number of candidates who have ever passed through the folder (so we get the counts of what's happened historically).
If we don't check this box, we will have a report on the current status of applications - also useful when we want to know at a glance how many applications are at key statuses, but a different report.
You can also check 'Show totals' if required - to have the report provide Female, Male plus a 'Grand total' column.
There are additional options to limit the report further (for example, you can build multiple reports limited by departments or locations if you need to).
You can also limit by application submission date so the report would only show recent data rather than everything in the system.
Finally, you can check the box to decide whether you want to report on candidates against 'archived' roles or not. If left unchecked, the report will only count candidates against 'Open' and 'Closed' roles.
Select 'Preview report'. You can go back and edit if you need to, or click 'Save this report':
After clicking 'Save this report', give the report a suitable name, and add Description text so you (and your colleagues if you make the report 'Global') can tell at a glance what the report does.
Choose a chart type if you want one. A bar chart is useful for a report like this.
Finally, select 'Save report', and the report will now be in the list of Pivot reports. From there, you can view or edit the report by clicking the icons on the right of the page. Click the bar chart icon and you can also download to CSV, for further editing or sharing.