Custom Reports
This guide provides an overview of all the custom report options available in Reports > Report Builder.
Custom reports are available on Plus, Enterprise, and Legacy Plus.
They are not available on Foundations. If you’re on Foundations, you won’t be able to create custom reports in Reports > Report Builder.
Foundations | Legacy Plus | Plus | Enterprise |
|---|---|---|---|
❌ | ✅ | ✅ | ✅ |
Prerequisites: If you are reporting on your pipeline or interview stages, we recommend setting up a grouped interview plan, so you can report on stage group, rather than stage name to streamline reporting. More on this at What is a grouped interview plan?
Creating a custom report
To create a custom report, navigate to Reports > Report Builder. In the Custom Reports section, you'll be able to choose from the following report types:
- SegmentationSegmentation
- Count Over TimeCount Over Time
- Candidate ListCandidate List
- Custom ListCustom List
- Recruiting PlannerRecruiting Planner
Click on a report type to start building your custom report, where you can set the subject, apply filters and timeframes and more to find key metrics. The visualization options will give you options to help present your results in the clearest way possible.
Remember to click Save Report once you've configured your custom report. Reports do not auto-save.
Segmentation
The segmentation report allows you to group data by a field of your choosing. You can use this to count and group applications, candidates, interviews and more.
Initial Setup
When setting up your segmentation report, you can populate the following fields:
Subject (required): You can use the drop-down here to determine the topic you’d like the report to cover. Job Considerations shows by default but other options include Jobs, Interviews, and Candidates.
Timeframe (required): Here you can select the date field that will be used to determine the data displayed in your report. For example, if you’re looking to report on job considerations, grouped by source in the last three months, you can select the Started At date field. Job considerations that were started within the last three months will then be included in the report.
Filters (optional): If you’d like to further filter your results (for example, only looking to show applications by source for a specific job), you can add additional filters here using the + Add Field to Match option.
If you have the Advanced toggle turned off for filters, click + Filter instead to pick from the most commonly used filters. Advanced filtering does provide the widest range of options.
Groupings (required): Select how you would like your data to be grouped on the segmentation report. If viewing applications by source, click + Add Field to Group Results By and select Source.
When creating a segmentation report, you can add two fields to group by. For example, if you were creating a segmentation report on interviews per stage group they were scheduled in, you could select Current Interview Stage Group in the Groupings section but also click + Add Field to Group Results By a second time if you’d like to also view the job these interviews were scheduled for.
The first specified field will be prioritised on the x axis. You can click and drag your fields specified in the Groupings section to prioritize the second field if needed.
Visualization Options
Once you’ve created your report, you can adjust the format of it to suit your needs. Use the Visualization tab's Chart Style drop-down to set your chart style type.
You can use the Measure drop-down to determine whether you are measure in percent (pie chart) or via a count (bar chart).
You can use the Sort By drop-down to sort your results. You can pick from the following options:
None: No sorting is applied
Ascending: Percentage increases clockwise from the top (for the percentage format) or from left-to-right (for the count format).
Descending: Percentage decreases clockwise from the top (for the percentage format) or from left-to-right (for the count format).
Common Uses
Pending Offers by Department
Report Type: Segmentation
Subject: Job Considerations (or Applications)
Time Range: Offer Stage Entered at (or Last Activity At)
Filters: Current Interview Stage Group (set to is and select the Offer stage group)
Groupings: Department.
Referral Leaderboard
Report Type: Segmentation
Subject: Job Considerations (or Applications)
Time Range: Started At
Filters: Source Type > Referral
Groupings: Credited To
Count Over Time
The count over time report allows you to look at metrics over a specified time frame and interval breakdown (i.e weekly, monthly and so on).
Initial Setup
When creating a count over time report, you can populate the following fields:
Subject (required): Where you can specify the topic you’re reporting on. The most commonly used subjects are Job Considerations (or Applications), Candidates, Interviews and Jobs.
Timeframe & Interval (required): Here you can select your time range and the interval you’d like to use for your report. You’ll be required to set the date field on your job consideration to let Ashby know the time stamp that should be used when pulling data for your report.
For example, if you’re reporting on hires, you’d look at setting the date field to be Hired At. This will ensure that only applications with an Hired At date within your specified time frame will be included. The data for that hire will then only be displayed in the interval the Hired At date falls in.
Filters (optional): If you don’t want to include all hires in your report (for example, if you’re only looking at hires for a specific team or department), you can click + Add Field to Match and select a filter here to ensure only the data you need is included in your report.
If you have the Advanced toggle turned off for filters, click + Filter instead to pick from the most commonly used filters. Advanced filtering does provide the widest range of options.
Groupings (optional): If you’d like to segment your data within your count over time report (for example, report on hires by department), then you can click + Add Field to Group Results By.
Visualization Options
You can choose from the following options in the Visualization section of the report builder.
Line Chart: Results are tracked across the specified intervals in a line chart format.
Bar Chart: Results are tracked across the specified intervals in a bar chart format.
Stacked Bar Chart: Used for reports that are grouped by a specific field.
Table: Each week is listed with the count of results displayed beside it.
You can also specify whether the count is listed as the number per interval (rate), or the count tallies as a running total across your time frame (running total).
Common Uses
Interviews by Stage over time
Report Type: Count over time
Subject: Interviews
Date Field: Start Time
Groupings: Scheduled in Stage Group
Please ensure you have a grouped interview plan in place if reporting by stage group. More on this at What is a grouped interview plan?
Hires by Department over time (available as a template)
Report Type: Count over time
Subject: Job Considerations (or Applications)
Date Field: Hired At
Groupings: Department
Hires by Source over time (available as a template)
Report Type: Count over time
Subject: Job Considerations (or Applications)
Date Field: Hired At
Groupings: Source (or Source Type if you have a large number of sources)
Candidate List
For more information on adding filters to create a candidate list, check out our Candidate Search guide.
Custom List
This report will allow you to create exportable lists where you can specify the data listed. Once you've configured your custom list report, the option to Export will appear above the option to set filters and below the Save Report button.
You can also create alerts from these reports so you can receive regular updates or notifications on new entries. More on this at Alerts
Initial Setup
When configuring your custom list report, you can configure the following sections:
Subject: You can select the topic you’re looking to report on here. Subjects include Job Considerations (or Applications), Candidates, Interviews, Surveys and Jobs.
Filters: Add filters using the + Add Field to Match option to ensure only the information you need is included in your report. For example, if you’re looking to pull all jobs with an open status, you would select Jobs as your subject, then choose the Job Status filter. Use the drop-down to ensure the job status equals open.
If you have the Advanced toggle turned off for filters, click + Filter instead to pick from the most commonly used filters. Advanced filtering does provide the widest range of options.
Columns: Select fields using the + Add Field to Show option to determine the data you would like to show in your list. For open jobs, you could opt to select the Job Title field, the Department field and the Location field for example. This data will then be displayed in your results.
Visualization Options
Number: This view option will show a single count of the results (or rows) in your table.
Table: The full list of results with the specified fields included in each row.
Taking bulk actions
On a custom list report displayed as a table, you can select one or more rows to take action on them. A toolbar appears above the table with the bulk actions available for that subject — the same interaction you may be familiar with from candidate list reports.
The available actions depend on the subject of your custom list:
Job considerations
- Archive job considerations: Archive the selected job considerations (also referred to as applications). When archiving, you can configure the following options:
- Cancel active sequences (default off): Sequences are tied to the candidate, not the job consideration, so a candidate still active for other jobs may still need their sequence.
- Stop feedback reminders: Reminders are tied directly to job considerations and stop when a consideration is archived.
- Notify rejected applicants: Sends one rejection email per job consideration.
- Update archive reason on currently-archived job considerations (default off): When turned on, a job consideration that is already archived under a different reason has its archive event updated in place. Job considerations already archived under the same reason are skipped. When turned off, all currently-archived job considerations are skipped entirely.
- Transfer to job: Transfer selected job considerations to another job. Includes options to skip archived and skip hired job considerations, both default off.
- Set hiring team role
Jobs
- Archive job considerations by job: Archives all active job considerations belonging to the selected jobs. Includes a Job Consideration Outcomes filter defaulting to Lead and Active. This action is useful for cleaning up active job considerations on closed jobs across multiple roles at once.
- Close job
- Copy interview plan to job
Candidates
All bulk actions available on candidate list reports, with the exception of email and survey actions (see callout below).
Campaigns
Pause, Unpause, and Cancel.
Openings
Archive, Restore, and Delete. These actions are also available on the main Openings page and the Openings sub-tab within a job.
Email and survey actions, including generic email, sequence enrollment, candidate experience surveys, and data consent surveys, are not available on custom list reports. These actions remain available on candidate list reports and the candidate pipeline. Use those surfaces when you need to send outbound communications in bulk.
Common Uses
Pull a list of hires without a source
Report Type: Custom List
Subject: Job Consideration
Filters: Hired At (then specify your date range), Job Consideration’s Source (set to is empty/unassigned).
Columns: Candidate Name, Job Consideration’s Job, Job Consideration’s Recruiter.
See all candidates in the offer stage
Report Type: Custom List
Subject: Job Considerations
Filter: Current Interview Stage Group (set to Offer)
Columns: Candidate Name, Job Consideration’s Job, Job Consideration’s Recruiter and any other details you’d like to include!
List of currently open jobs
Report Type: Custom List
Subject: Jobs
Filter: Job’s Job Status (set to Open)
Columns: Job’s Job, Job’s Department, Job’s Recruiter, Job’s Hiring Manager, Job Posting’s Status.
Archive stale job considerations across multiple jobs
Report Type: Custom List Subject: Job considerations Filters: Current Interview Stage (set to Active or Lead), Job's Job Status (set to Closed) Columns: Candidate Name, Job Consideration's Job, Job Consideration's Recruiter
Once your list is configured, select all rows in the table and use the Archive job considerations bulk action to archive them in a single step — without repeating the action once per job.
Recruiting planner
For more on configuring a recruiting planner, check out Recruiting Planner.
For more examples of custom reports you can build, please check out the following guides:
AI filter assistant
If you're not sure which filters to apply, the AI filter assistant can generate them for you based on a plain-language description of what you're looking for.
Enabling the AI filter assistant
To use the AI filter assistant in the report builder, navigate to Admin > Organization Setup > Opt-In Features and enable the AI assistant filter toggle. Both Ashby All-In-One and Ashby Analytics customers can opt in to use this feature.
Using the AI filter assistant
- Navigate to Reports > Report Builder and open or start a custom report.
- In the Filters section, select the AI sparkles icon.
- Select from the examples provided, or type a plain-language description of the filter you want to apply.
- Select Generate filter. The assistant generates the relevant filters and applies them to your report.
- Review the generated filters to confirm they match your intent before saving the report.
After the filters are generated, you can provide feedback:
- Select 👍 if the filters are what you expected.
- Select 👎 if they don't match, then select Tell us more… to add further detail.
Notes and Interpretations
When building your custom report, you'll see Note and Interpretation sections. These are optional.
Note: Add an optional note which will be displayed on your report for viewer reference. Viewers can access your note in the same Note section when viewing the report.
Interpretation: This option will show if you have AI Report Interpretation enabled. Click Explain Report to use AI to generate an interpretation of the report results. For more on this feature, check out AI Report Interpretation.
FAQ
How do time ranges work in reporting?
After selecting a date field on your job considerations to group them by (for example, grouping job considerations by the date they were started at), you’ll see a wide range of time range options to pull by.
Some of these are dynamic, meaning that the report will update automatically as time moves forward (so, for example if you selected This week, the current week will always be displayed).
Some are static, meaning that the results will only be shown for the selected time frame (for example, if you selected to count job considerations and specified to only count those between 8/5/24 and 8/12/24 that meet your criteria, the data for the same week would be shown every time that report is visited).
Dynamic time frame examples - This week, Last week, This Month, Last Month, This Year, Last Year, In the last three months, In the next three months.
Static time frame examples - Before X date, Between X date and X date.
When selecting a date using the In the last picker, we'll show the date used for the report. For example, if today is June 11, 2025, the picker will show June 10, 2025 if In the last 1 day is selected. If you'd like to include the current date too, ensure that the Include Today? checkbox is checked, then both today and the day before will be included (so June 10th-11th).
When selecting the In the next date picker and today is June 11, 2025, June 12, 2025 will show if In the next 1 day is specified. Again, if you'd like to include the current date, check the Include today? checkbox.
What is the difference between time frames like Last Week and In the last week?
The Last Week time range will cover Monday-Sunday of the previous week.
The In the last 1 week time range will cover the last 7 days. When selecting your time frame using an In the last… time range, you will be able to see the dates covered with this filter.
Can I report on notes left on the feed of the candidate’s profile?
It currently isn’t possible to report on notes on a candidate’s feed. You do have the option to report on follow-ups added to a candidate profile if you’ve added follow-up tasks.
How do I access custom reports that I’ve built and saved in Ashby?
You can access the reports you’ve built by navigating to Reports > Saved Reports. Here you can view the reports you’ve built, along with any that you have access to within your organization.
I've build a custom list report and one of the columns is a private field - who can view the report?
Only users with access to the private field will be able to see the custom list report. If you'd like users without Organization Admin or Elevated Access - Admin Private access to be able to view the report, consider removing the private field from the Fields to Show section.
Can I create custom reports on Foundations?
No. Custom reports are available on Plus, Enterprise, and Legacy Plus, but not Foundations.