 This guide provides an overview of Ashby Analytics.  Learning some of the key concepts of Ashby Analytics will help you quickly build your own reports and visualizations and get previously hidden insights about your recruiting efforts.

Navigating Ashby Analytics

 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.

Ashby Analytics: Key Reporting Concepts

 The goal of this document is to familiarize yourself with the basics of building a dashboard to give you the foundational knowledge you need to fully take advantage of Ashby Analytics.  Custom Dashboards are available on the Plus, Enterprise and Legacy Plus plans Dashboards help organize, present, and visualize your reports in various ways, allowing you to tailor the Ashby experience to specific audiences and purposes.

Building Your First Dashboard

 This document reviews dashboard filters and how to add or remove them from dashboards.  Dashboard filters are a powerful feature in Ashby that allow you to add or configure filters at the dashboard level that can be quickly applied to all reports on a dashboard.

Dashboard Filters

 When reporting on specific subjects, you can open a report drill down to view the data making up the results.  Many of the reports you build in Ashby will have drill downs available.

Report Drill Downs

 If you have a large number of saved reports and dashboards, the Saved Reports layout will allow you to filter and locate your saved content easily.  When navigating to Reports > Saved Reports or Dashboards > Saved Dashboards, you can filter, create saved views and search for specific reports or dashboards by title.

Saved Reports & Dashboards

 In this guide, we’ll cover how permissions impact viewing reports and dashboards and how to share reports and dashboards you’ve created with other users.  In Ashby Analytics, there are two license types.

Permissions & Sharing Dashboards

 This document aims to review the details of the Interview Stage Transition subject and provides some common reporting examples.  When building reports in Ashby one of the subjects available is Interview Stage Transitions.

Understanding Interview Stage Transitions

 This document reviews different types of errors you may encounter when using Ashby, what they mean, and how to resolve them.  If you ever encounter an error screen of any type, you are welcome and encouraged to reach out to mailto\ support\@ashbyhq.

Reporting Errors & Resolutions

 This document gives a brief overview of the various report and data export options.  Ashby supports exporting both reports and dashboards.

Exporting Reports and Dashboards

 You can access your job list and job-specific dashboards in Ashby Analytics.  This guide walks through the information available in the jobs list, job dashboards and within individual job views.

Analytics Jobs List & Dashboard

 This document reviews the Calculated Fields feature and the two different types of fields you can create.  If you are looking to create fields to house custom information for a candidate, job, project or offer, please check out .

Calculated Fields

 Formula Fields are a new type of that allow mathematical and logical operations on top of your existing field data, bringing more robust customization to your reporting needs.  After a Formula Field is created, it is available for all filtering and grouping in reporting across Ashby.

Formula Fields

 The traditional filter interaction follows a paradigm of letting you pick a field or property and then specifying a property value to pull results for.  For example, filtering for Interview Stage = Onsite would be specifying the value Onsite for the field Interview Stage to match results accordingly.

Field Comparison Filters

 This document reviews the different report view options in Ashby.  Every report has View Options to allow for configuration and customization.

Report View Options

 This document reviews how to enable and utilize Advanced filtering options in Ashby's report building interface.  The Advanced filter interface allows you to select individual and multiple fields while applying logical And, Or, and Not operations.

How do I enable Advanced filters?

 Check out to get more information on setting up Quality of Hire forms and sequences.  Quality of Hire Surveys are available on the Plus, Enterprise and Legacy Plus plans We recommend you explore Quality of Hire reporting by starting with the template reports to help familiarize yourself with the available data.

Quality of Hire Reports

Getting Started with Analytics

Best Practices: Maintaining Data Quality

Best Practices: Managing & Analyzing Archive Reasons

Evergreen Jobs/Postings

How do I report results in a specific timezone?

Utilizing Stage Groups

Reporting on Candidates vs Applications

Analytics: Best Practices

Ashby Subject & Field Definitions

Greenhouse Subject & Field Definitions

Lever Subject & Field Definitions

Icon Glossary

Analytics Glossary

Report Catalog: Templates

Core Dashboards

Job Dashboard

Passthrough Report Features & FAQ

Pipeline History

Recruiting Planner

Understanding Funnel Metrics

Report Templates & Core Dashboards

Alerts

Alerts Library

Scheduled Dashboards

Alerts & Exports

Permissions & Licenses in Analytics

Pin Reports to User Home Pages

View Only Users

Confidential Reporting & Content Access Control

User Access & Sharing Metrics

Setting up Greenhouse Web hooks

What can I report on through the Greenhouse API?

Greenhouse Integration Setup

Lever Transfers

The Lever Data Model

Lever API Key Setup

Ashby Analytics: Integration Setup

Custom Reports

Adding Lines to Reports & Forecasts

Report Catalog - Essentials

Report Catalog - Advanced

Offer and Offer Acceptance Reports

Analytics Tutorial: Days in Current Stage Group

Ratio Reports

How To Copy a Dashboard

Advanced Scheduling Metrics

Building Custom Reports & Dashboards

Ashby Analytics

The openings feature in Ashby lets you track your open headcount and hiring goals as well as metrics for each individual headcount accurately. You can assign multiple openings to a single job.

Openings

Adding your data from your previous ATS to Ashby

migration

Schedule interview activities can be set up within each stage of your job’s interview plan. These activities allow you to select an interview type, interviewers and set the interview’s settings in advance.

schedule_interview_activities

The candidate’s application or consideration for a role. A candidate can have multiple job considerations on their profile, as you can consider a candidate for as many roles as you’d like.

job_considerations

A job board that can only be accessed by users logged into Ashby. The job board or boards your jobs are posted to are selected within the job posting settings.

internal_job_board

Set within a job’s Settings section, users added here will receive notifications about the role they’ve been assigned to. The types of notifications they receive will be based on their Notifications settings within Personal Settings. 

hiring_team

Determine if and when users can view feedback based on their access role. 

feedback_visibility

The users in your Ashby account. Employees can be provisioned automatically via the Google Workspace or Microsoft 365 integration or be added manually. They will be provisioned with Limited Access permissions initially.

employees

Settings to determine if emails sent to and from the candidate are hidden when in the Offer or Hired stages. Can also skip email syncing for hired candidates and for those considered for confidential jobs.

email_visibility

A survey with set wording and questions that candidates can fill out voluntarily. This survey can be added to the application tab of your job postings, be sent out manually or you can create automation rules to send it out automatically.

EEOC_Survey

Reports that are sent to you regularly with information about upcoming interviews or overdue tasks. Can be set up in Personal Settings > Notifications.

digests

The color palette used for all reports and dashboards. The chosen color customization will be applied across the organization for all users.

default_visualization_colors

Dashboards allow you to add multiple reports to one page for easy viewing. You can also add filters to dashboards and link them to each report to filter all reports down without amending each of them individually.

dashboards

Links that you can add to external job board postings to automatically add a specific source to a candidate’s application.

custom_tracking_link

- 
    
A feedback form that was created specifically as part of an interview. Cannot be used on other interviews unless it’s promoted to a shared feedback form.

custom_feedback_form

An interview that was created specifically as part of a schedule interview activity. Cannot be used on other jobs or interview plans unless it’s promoted to a shared interview. 

custom_interview

An application form that was created specifically within a job posting. Cannot be used on other jobs or job postings unless it’s promoted to a shared application form. 

custom_application_form

Allow you to create fields to store additional information for candidates, jobs, projects or offers.

custom_fields

The option to remap data into custom buckets for reporting purposes.

calculated_fields

A tool to set rules that will automatically reject an application based on answers to specific questions within the application form.

auto-reject

A tool that allows you to set up a process where one or multiple users must approve an offer, a job or an opening before further action can be taken.

approvals

The form that a candidate completes on your job board when applying for a role. Once the application form is submitted, the candidate will appear in the Application Review section of your job’s pipeline.

application_form

The tool used to configure an email that is automatically sent to a candidate after their application has been submitted.

application_email_confirmation

Removing candidate’s PII from their profile but keeping other information for reporting purposes (pipeline movement, job considerations, etc).

anonymizing_candidates

Clarifying internally why a candidate has been rejected for a role.

archive_reasons

The option to add specify a number of minutes to be blocked off before and after interviews to avoid back-to-back interviews.

buffer

The ID number added to a job for reference purposes. Can be replaced by opening ID if you opt to use openings.

requisition_ID

Any user with access to Ashby can log in and either submit a referral directly or generate a link to share with their community. A candidate who applies via that link will be credited to that user. 

referrals

Where you can set default settings like Location and calendar invite content for interviews and schedule interview activities.

scheduling_defaults

Part of the Google Workspace and Microsoft 365 integrations where users are synced over and given access to Ashby automatically. Users are provisioned with Limited Access by default.

user_sync

The option to add a send-as email address in Gmail and share it with other users. You can also specify a default no-reply address for automated emails. 

shared_email_aliases

Tokens you can add to your sequences and email templates to pull information from the candidate’s profile, from the sender or from the job. This information is then added to the email automatically in place of the token when sending an email.

substitution_tokens

The option to share your email address with others and for others to share theirs with you. Once shared, emails can be sent on another user’s behalf.

email_sharing

A route to import or bulk update candidates, openings or employees by uploading a CSV file. The file can be uploaded and field can be mapped accordingly at Admin > Data Management > Bulk Data Import.

bulk_CSV_import

A route to import candidates by emailing their resumes or CVs over to a candidate upload email address. The email addresses you can use to import candidates can be found in Admin > Data Management > Import via Email.

email_import

Drip campaigns that you can enrol leads or candidates in to gauge their interest in a role.


sequences

Projects are lists of leads or potential candidates. They help you keep track of talent that you're not actively considering for any particular role you currently have open.

projects

The stage the role you’ve created is currently at. The job can either be a draft, open (accepting candidates and/or moving them through the pipeline currently), closed (candidates are no longer being considered) or archived.

job_status

Moving a candidate’s job consideration to another job’s pipeline. This option is available in the ‘More’ section of the candidate’s profile.

transfer

Tasks are shown on your Home page and are any actions that need to be taken (leaving feedback, following up with a candidate, approving an offer, opening, or job, or acknowledging a note you’ve been tagged in)

tasks

Where you can set a rule to stop candidates from being enrolled in a sequence if they have been contacted already within a certain time frame.

Outreach_Frequency_Policy

The final result for an application, either Hired or Archived.

outcome

Where you can see all of the integrations we currently offer. Don’t see the integration you’re looking for? Reach out to support@ashbyhq.com to put in a request.