Ashby Analytics: Key Reporting Concepts

ashby is powerful and flexible, but you only need to understand a few key concepts in order to build your own reports the sections below discuss these key concepts fields one of the powerful concepts in ashby is the ability to search, filter and group by any field on any object or subject the better you understand the concept of fields, and which fields are available to you, the faster you will be at building reports a field is an information point within the subject that can be used for filtering your report results, grouping your report results or be included in your results if creating a custom report so, for example, a job’s department is a field and could be used to filter results to only show data for the jobs within that department be used to group results so data is displayed per department so comparisons can be drawn be shown on a custom list report, perhaps as part of an export of job data, or to be included as part of the report details within an alert for more on a specific subject and/or field, please check out docid\ jkg56 efryaaa7wlsbvsj filtering filtering is one of the most essential pieces in ashby filters allow you to set specific limits to the view the most relevant data to you time range some reports (such as count over time or segmentation ) require you to set a time range, which serves as a filter you’ll be prompted to select a timestamp on your subject (for example started at on a job consideration or application) and then a time range any data that falls within the time range specified (based on the determined timestamp), will then be displayed so, for example, if a time range is set to started at and within the last three months, all job considerations that were created within the last three months will be shown on the report, providing that no further filters are added filters if you’re looking for very specific information, you can use filters to set criteria only the data that matches your set criteria will then be shown in your results filters are commonly used to filter data by department, source, location, job and more in ashby, you can use basic filters, or advanced filters if you’d like to filter by something more specific if the advanced option is not enabled, then you can quickly select a job, source, team and/or location from the dropdowns to quickly filter results by those fields if the advanced option is enabled, click + add field to match to then pick from a wide range of filter fields grouping the last important building block in ashby is the concept of grouping values you can group values to display your data in the most relevant way to you by created subgroups one common example is grouping your results per department or location you can click add field to group by to select your chosen field to group your results by the fields available are based on the subject selected for the report some report templates are configured to group by a specified field already the passthrough rates with groupings report template will automatically group by the application or job consideration’s source you can click the trash can icon to remove the field from the group by section and then select an alternative field if needed you can also add multiple groupings to a report if you’d like more granular results if you’d like to adjust your groupings, you can click and drag the fields you are grouping by to re order them for example, pictured we have a passthrough rate report grouped by department and by job as such, the department results are listed, then these results are broken down further by each specific job date ranges and best practices most reports report on specific timeframes, and some even report on trends over time this video gives a quick overview of the most important things to understand about date fields in ashby when building a report, you’ll be prompted to select a time field and time range to determine the data shown within your report time ranges once you’ve selected your time field, the to show dropdown allows you to then select your time range some options are dynamic and some are static the dynamic options update results as time goes by, whereas the static options remain fixed open for a list of time ranges dynamic time ranges this week displays the current week (monday to sunday) this month displays the current calendar month this quarter displays the current quarter so far this fiscal quarter displays the current fiscal quarter so far this year displays the current calendar year so far this fiscal year displays the current fiscal year so far today displays results from today last week displays the previous week (monday to sunday) last month displays the previous calendar month last quarter displays the previous quarter last fiscal quarter displays the previous fiscal quarter last year displays the previous calendar year last fiscal year displays the previous fiscal year yesterday displays results from yesterday in the last… a rolling time window that displays results that fall within the specified time frame in the past (for example, in the last three months) in the next… a rolling time window that displays results that fall within the specified time frame in the future (for example, in the next year) fixed time ranges since… from the specified date until now before… any results prior to the specified date between… results between a specified start date and end date on… results on a specific date intervals for count over time reports, you’ll also be prompted to select an interval the interval will group the qualifying data so you can track results across each day, week, month, quarter, fiscal quarter, year, fiscal year advanced filtering via multiple fields advanced filtering allows you to build a nested query, so you can specify multiple fields that should be true for data to qualify to filter by multiple fields, click add field to match and then search for and select multiple fields make sure to check that the multiple fields option you select is one that will have the fields you are looking to filter by be aware that, depending on your subject, there may be a number of multiple fields options (for example, if searching by candidate, you may see multiple fields options for the candidate’s application, interview, etc from here, you will then see that an all are true clarifier is added to the filter section use the add field to match option again to add your fields and specify your criteria and, or and not options are also supported and sets the criteria to all is true all criteria specified must be met to be shown in the report results or sets the filter to any are true if any of the filters configured are met, then the data will be shown in the report’s results not sets the filter to the following is not true only data that doesn’t meet the criteria specified in the filter will be shown in the report results the example here filters for any applications that haven’t been archived and that weren’t created or started before february 26, 2025 as such, only active candidates with applications submitted after this date will be shown in the results the example above filters for any applications that haven’t been archived and that weren’t created or started before february 26, 2025 as such, only active candidates with applications submitted after this date will be shown in the results calculated fields calculated fields are an advanced feature that allow you to remap ats data for reporting purposes for example, you can take all sources from your ats and group them into a custom set of buckets you can read more on this at docid\ wjbhw3mnd 381wu1n8f x using a calculated grouping field to remap sources the videos below provides a quick introduction starting with calculated grouping fields this video show how to use filter bucket fields , a more advanced version of the bucketing field shown above timezones and reporting when creating reports in ashby the default behavior is to preset results in the user’s timezone this behavior can be adjusted by using the timezone selector there are three timezone options to choose from user timezone (default) the report will dynamically adjust to present results in the viewer’s user timezone organization timezone the report will present results in the organization timezone for all viewers custom timezone the report will present results in the specified timezone for all viewers your organization timezone is configured by your admin under the admin > data mapping > timezone section each user can set their user timezone in their personal account settings by default, all user timezones are set to the organization timezone mapping interview stages to stage groups for the purpose of reporting, all interview plan stages are mapped into a "grouped" interview plan during setup we have created a grouped interview plan for you, but you can edit it at any time in admin > data management> grouped interview plan to read more about this process, see docid 8ypvcp02s 0aiieloomrx if you are using ashby analytics only and are using data from lever or greenhouse, you'll want to map the individual stage names into one of your grouped stages to do this, head to admin > data mapping > greenhouse interview stage mapping you can then using the pick stage group dropdowns to determine the ashby stage group your interview stages should map to fiscal year support custom fiscal year support is available on the legacy plus, plus, and enterprise plans foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ ashby supports reporting on a shifted fiscal year to enable this functionality, navigate to your admin > data mapping > fiscal year section after you enable fiscal year support, select the first day of your fiscal year after you enable this feature, when selecting timeframes or filter on date fields, you'll see quick options for selecting fiscal quarters or years, when reporting below is a short video demonstrating the use of fiscal calendar fields faq how are interviews counted in ashby? we are planning on changing the counting behavior feedback about the way interviews are currently counted is welcome! currently, how interviews are counted depends on the report type and the groupings that are applied when counting interviews, in the count over time and the segmentation report, ashby counts one interview per candidate and stage we find this to be the most common report users need; and they typically want to answer "how many onsite interviews did we have this week?" in most cases that means "how many candidates had an interview in the onsite stage in a given week"? therefore we apply a special counting mechanism in these report types we count only one interview per candidate & stage so if a graph shows 22 onsite interviews for a given week, this means that 22 candidates had an onsite in the interview stage in that week (independent of how many interviews took place in that stage or how many interviewers participated in the interviews) in this week, 22 candidates had an onsite interview the exception to this rule is if you group the report by interviewer in that case we break out each individual participation of each interviewer e g a panel of 4 interviews, with 2 interviewers each, would count as 8 a bit more on interviewer participations, below this special rule currently only applies to the count over time and the segmentation report, as these are most commonly used to report on this type of metric when counting interview participations in any report, ashby counts all the participants across all interviews when counting interview participations ashby sums up all the interviews and all their participants e g a panel of 4 interviews, with 2 interviewers each, would count as 8 when counting interviews in a custom list reports, all individual interviews within a round are counted in this case, we assume the user simply wants to see all individual interviews a panel of 4 different interviews will result in 4 entries in the custom list report (independent of how many participants are in each interview) when counting interviews in the interview hire ratio report and in the interview load report, ashby counts individual interviews in these reports, as of today, a panel of 4 interviews, with 2 interviewers each, would count as 4 in the near future we will likely change this to count interview participations instead in that case a panel of 4 interviews, with 2 interviewers each, would count as 8 h ow often are reports and dashboards refreshed? report results are refreshed live when a report is opened as a dashboard is essentially a collection of reports, all reports on the dashboard are refreshed upon initially opening said dashboard if the dashboard page itself is refreshed or any of the reports from that dashboard are then viewed directly, they’ll pull from that cached version created upon the dashboard initally being opened while on the dashboard, every report has via their top right option menu the choice to refresh and re run the report, rather than pulling from the cached version this option is also available when viewing a report directly h ow do chart legends work? when viewing a chart in ashby, you’ll see the groups that your results are grouped by listed beneath the chart these group labels are referred to as chart legends for example, here is a stacked bar chart showing the number of job considerations started per week over the last three months the results are grouped by department and we can see each department listed as a chart legend below the chart for reference this is not only for clarifying colour coding you can hover over each legend item to view results within that group across the report here, for example, we’re hovering over the product legend item so those results are highlighted you can also click on a legend item tag or colour swatch to remove that group from the report the legend item won’t disappear completely, you will be able to click on the colour swatch again to add those results back into the report in this example, we’ve clicked the swatch for the marketing department legend item to hide results from that department on this report if you click on the legend item name, you can focus the report on that specific legend item without needing to remove all other legend items from the report so here, we’ve clicked on people operations to see only the results for the people operations department what is the difference between the two "recruiter" fields in ashby? you might have noticed that ashby has two recruiter fields this is because the recruiter assigned to an individual application can be different than the recruiter assigned to a job (this is true for all other hiring team roles as well) in most cases you want to use recruiter field associated directly with the application, as that yields the most accurate results what happens when i group by hiring manager on a job that has multiple hiring managers assigned? we will count activity towards all hiring managers that are assigned to a job for example if hiring manager simon and alexa are both assigned to a head of design job in your ats, and there are 10 offers associated with that job, we would show 10 offers for each simon and alexa (assuming they don't have offers belonging to other jobs) how do i copy or duplicate a report? when viewing your report, click the save button from here, you’ll have the option save as new report… click this to create a new copy of your report, or, if you’ve made changes to the existing report, create a new report that reflects those changes without applying them to the current report