Offer and Offer Acceptance Reports

this document provides an overview of offer processes and their impact on offer and offer acceptance reports offer processes talent teams can glean a lot of insight from offer details and offer acceptances before we can start reporting on offers and acceptance rates, it is important to determine your offer process and what parts of the process you want to report on there are a couple of typical processes and general reporting capabilities that come with each all offer and offer data is in the ats \[recommended] can report on offer activity, offer stage activity/movement, and offer details offer and offer data is partially in the ats and partially external can report on offer stage activity/movement and on offer details that are in the ats offer and offer data are all stored outside of the ats can report on offer stage activity/ movement expand to see detailed explanations of each of these processes offer sent in ats \[recommended] this is the recommended offer process to ensure maximum report ability and consistency offer are created and sent through your ats (this could be through an integration) all offer details are added to the ats and the ats acts as the source of truth most atss do not allow you to report on more than one offer per application, so all offer reports are going to pull the data from the most latest version of the offer using this process will allow ashby to use the following data points to create offer reports date candidate entered offer stage (could be used as a sign of a verbal offer or an intent to offer) date offer was created date offer was extended date offer was rejected or accepted (for greenhouse customers, this will be the date a candidate was either rejected or hired after their offer has been created) offer status any custom offer fields offer data is in ats but is sent externally some companies are not ready to send all offers through their ats the second best alternative for report ability and consistency, is to send offers outside of the ats but still enter the offer details back into the ats this is not the same as uploading the signed offer (please see next section) since the offer details and offer object are present, we are able to still pull some meaningful insights, but since the action of sending the offer was outside of the ats, we are not able to capture that specific date using this process will allow ashby to use the following data points to create offer reports date candidate entered offer stage (could be used as a proxy for offer extended date) date offer was created in ats (could be used as a proxy for offer extended date) date candidate was archived or hired offer status (except extended and/or pending) any custom offer fields offers sent outside of ats but completed offers are uploaded into ats (no details added) or offer activity is outside of the ats although uploading the completed offers into your ats allows for you to have a source of truth and repository of all your offers in one place, the offer details are not filled out and therefore, we are not able to pull in most data using this process will allow you to report on the following data points in ashby date candidate entered offer stage (could be used as proxy for offer extended date) date candidate was archived or hired (could be used as proxy for offer rejected or accepted) offer reporting basics commonly used offer fields and definitions fields in purple require an offer object (offer details) to exist on the application (either process a or b ) please note that this is not an exhaustive list ashby pulls in and allows you to report on all custom fields time and date fields decided at the date a candidate accepts or rejects an offer (for greenhouse customers, this is the same as the date a candidate is hired or archived) created at the date the offer was generated in the ats extended at or sent at the date the offer was sent through the ats start date the start date from the offer letter offer stage entered at the date a candidate moves into the offer stage (can be used as a proxy for offer sent if offers not sent in ats) consideration ended at the date a candidate was either archived or hired (this is not specific to the offer stage, so you will need to add a filter for candidates that reached offer stage) user fields requester user who requested the approval chain to start (you must have an approval workflow in your ats) creator user who created the offer in the ats recruiter (job or candidate level) user who is assigned as the recruiter other fields status (offer) created, extended, rejected, or accepted status (approval process) pending, approved, or rejected template offer acceptance rate report ashby offers a prebuilt report that allows you to show and group acceptance rates you can group by month or any other time cadence, or by another field if you are grouping by a time frame, the time field is assumed to be decided at and cannot be changed if you are not adding any offer details in your ats, this will not be an effective report and it is recommended to create a /#offer acceptance count over time reports offer acceptance rate overall png custom offer acceptance rate reports define your organization’s offer acceptance rate before creating custom offer acceptance rate reports, make sure to keep in mind what offers you would like to include in this percentage some things to consider do you want the offer acceptance rate to be the percentage of offers accepted out of the offers extended? by selecting the decided at date as your time range filter, this will automatically filter for all candidates that received an offer you can either group by outcome or by offer status do you want the offer acceptance rate to be the percentage of offers accepted out of all intended offers (including verbal offers)? the consideration ended at filter is not stage specific, so you will need to add a filter for candidates that reached stage group offer you should only be grouping by outcome because an offer status only exists for candidates that have an offer object (either created or extended) offer acceptance rate tile report a popular report to add to any dashboard is an offer acceptance rate tile report this report appears as just a simple percentage and can be filtered by dashboard level filters to create this report, follow the same steps as you would for a docid\ zep 4ciy3emekomlzeet6 and visualize as a percentage best practices pending offers and active candidates in offer can skew the acceptance rate lower since these offers have not had the opportunity to either be accepted or rejected, it is recommended to exclude outcome active and/or status pending typically, customers report offer acceptance rate by decision date whatever time field you choose to report by (decision date, extended at date, entered offer stage date, etc…), make sure other reports on the dashboard are aligned for example, if your offer acceptance rate is by extended at date, you can include another tile with the total offers extended in that period of time however, it is not recommended to add a tile with the total offers decided on in that period of time offer acceptance count over time reports a count over time report provides more flexibility than the template report time field & interval the first thing you need to do is determine what date/ time field you want to report by the most popular ones are offer start date extended at/ sent at decided at offer stage entered at consideration ended at must add reached stage group offer as a filter the field you select is how the report will determine what time frame an offer will count for for example, if you are doing a month over month report, an offer that was sent in february and was signed in march has a february extended at/sent at date and a march decided at date filters if you are including offers that were not sent in the ats, it is recommended that you add a not filter for candidates with an active outcome since these offers have neither been rejected or accepted group by if you are only considering offers that were sent through the ats, it is recommended to use status as the field to group by if you are including verbal offers or any other offer stage activity in the offer acceptance rate, you must group by outcome, because there will be candidates who technically declined but have no offer object (this was used for the example report)