--- title: Passthrough Report Features & FAQ slug: passthrough-report-features-and-faq docTags: G8dmC6tNw9fak7qGrSH3Z,7ciBZ_ksC9UuPdKWchuuv createdAt: 2025-07-10T09:54:58.322Z --- This document reviews the function, features, and common questions about passthrough tables. # Create a Passthrough Report You can find the passthrough table in the report template library. All passthrough tables are made by making an initial selection of applications and optionally filtering that selection down further and grouping by one or more fields of interest. The following sections outline each step in creating a passthrough table, along with the many options for investigating details and common questions that come up. ## Select Passthrough Rates With Groupings report template ![Screen Cast 2022-12-05 at 11.10.30 AM.gif](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/P5zNbDu9Iwh2hCHpJY8m7_screencast2022-12-05at111030am.gif) ## Make an initial selection: select a time range Every passthrough report begins with an initial selection of applications. This is done by a flexible time range selection, where you can select all applications that had recent activity, ended their consideration, or started in a specific time period. The applications that match this initial selection represent the cohort of applications that are then summarized by their progress through the interview pipeline in the passthrough table itself. ![In this example, the passthrough report will include applications with interviews starting in the last 6 months. ](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/kz604dpdVnTaufEzRuXf8_screenshot2022-12-05at111435am.png) In this example, the passthrough report will include applications with interviews starting in the last 6 months. Some common fields used for an initial selection are shown below, but this initial selection permits using any time-related field and is highly customizable: - `Started At` - selects all applications that started (applied or user added them to Ashby) in a specific time period - `Consideration Ended At` - selects all applications that exited your process (archived or hired) in a specific time period - Interview’s `Start Time` - selects all applications with an interview that started in the specific time period ## Filter your initial selection (optional) Your initial selection of applications might require some additional refinement. You can use the filters section to add additional conditions, such as selecting for applications in a specific department, belonging to a specific recruiter or hiring manager, and so on. ![The advanced filter interface allows filtering by any combination of fields to further select applications of interest for your passthrough report. ](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/KAVdkFmXNRvsXLgd6UynT_screenshot2022-12-05at14552pm.png) The advanced filter interface allows filtering by any combination of fields to further select applications of interest for your passthrough report. ## Group results (optional) With an initial selection made and optional filtering added, your passthrough table will generate a result based on your interview plan. You will see a single row summarizing the progress across all applications that have exited consideration (i.e. are no longer active). ![This is an example passthrough report with nothing selected in the Group By section. ](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/FZAZFKPyhhcH_d2mrRxNQ_screenshot2022-04-29at113957am.png) This is an example passthrough report with nothing selected in the Group By section. It is often of interest to see the total passthrough report broken down by segments, such as source type, department, or recruiter. To accomplish this you can add a field to the Group By section, and the results will present the applications per field value and include the top-level rollup across all groups. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/qZqru_VOnpiVmYgullDWO_screenshot2022-12-05at15158pm.png" size="60" width="386" height="159" darkWidth="386" darkHeight="159" position="center" alt="Screen Shot 2022-12-05 at 1.51.58 PM.png" showCaption="false"} ![This results on this passthrough report are grouped by Department. ](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/uO7sidRJggSd3TfCEv4io_screenshot2022-04-29at114304am.png) This results on this passthrough report are grouped by Department. ### Group by multiple fields If you would like to see a passthrough table with sub-grouping breakdowns, you can add multiple fields to the Group By section. The results will include passthroughs unique to each sub-group, a roll-up per group, and a roll-up of all applications at the top level. Adding multiple group-by values permits more details in the passthrough report. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/3wdPdzI1fiyW-B10dEWYn_screenshot2022-12-05at15035pm.png" size="64" width="402" height="204" darkWidth="402" darkHeight="204" position="center" alt="Screen Shot 2022-12-05 at 1.50.35 PM.png" showCaption="false"} ![This example shows the results grouped by Department and Source Type. ](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/Z6C29TgCqB6786wcfDT8O_screenshot2022-04-29at114738am.png) This example shows the results grouped by Department and Source Type. ## Passthrough report configuration & options ### Group stages If your host ATS (Greenhouse or Ashby) permit multiple interview plans, you may find it useful to ungroup the stages and look at a specific stage by stage passthrough rates of a particular interview plan. You can do this by deselecting the `Group Stages?` option. ![When the stages are no longer grouped, the interview plan name and individual plan stages are presented.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/gnvfAlyk0S5nL4bXSwJpD_screencast2022-12-05at22447pm.gif) When the stages are no longer grouped, the interview plan name and individual plan stages are presented. :::hint{type="info"} It is suggested that you do this in combination with a stringent filter, otherwise you will get one row per unique interview plan. ::: ### Hide review & lead stages By default, the option to hide review and lead stages is on. If you’d like to see the total application volume from initial review through your funnel, you can uncheck the `Hide Review Stages?` option. Your passthrough will now start from the top of the funnel. ![Screen Cast 2022-12-05 at 2.26.34 PM.gif](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/QJbiohWF7WpLZVcdROp-S_screencast2022-12-05at22634pm.gif) ### Hide stages If there are specific stage groups that do not apply to the report of interest, you can optionally hide them by using the `Hide Stage Groups` option. When stages are hidden, the effective passthrough rate is calculated taking into account the hidden stages. :::hint{type="info"} The `Group Stages?` box needs to be checked in order to hide stage groups. ::: The number of hidden stages is shown underneath `Hide Stage Groups`. ![Screen Cast 2022-12-05 at 2.27.46 PM.gif](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/h1gCIwB5Pnhq8rYCr2j32_screencast2022-12-05at22746pm.gif) ### Group stages by outcome You can use the `Group By Stage Outcome?` option to summarize the outcome of applications per stage by whether they skipped the stage or passed through it (i.e. were moved into the stage) and by the archive reason category. ![Screen Shot 2022-12-05 at 2.29.57 PM.png](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/XsIm4LXxr5GFBfU66U1tB_screenshot2022-12-05at22957pm.png) ### Show active applications count When enabling `Show Active Count & Project Hires`, you will notice an additional column will appear on the left-hand side under each stage. This column shows you the number of candidate applications currently active in that stage. The count on the right-hand side of each stage shows the number of candidate applications that have passed through that stage. These applications may still be active in process in a downstream stage or archived. ![Screen Shot 2022-12-05 at 2.32.32 PM.png](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/qJxnIuhozG0HzibKVEVls_screenshot2022-12-05at23232pm.png) ### Show projected hires Projected hires count is also turned on when you enable active count, but it can be hidden under `Hide Stages` if there is not a need to show projected hires. The calculation for projected hires considers your current pipeline, along with historical passthrough rates. ![Screen Cast 2022-12-05 at 2.34.41 PM.gif](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/EqA50ft9cbiIy4Lzd3M5q_screencast2022-12-05at23441pm.gif) If the i icon appears in the projected hires column, this means there is not enough data to calculate projected hires for that line. ![Screen Shot 2022-12-05 at 2.37.33 PM.png](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/HqoxQxeUL9aRe21kEcxaW_screenshot2022-12-05at23733pm.png) ## FAQ :::ExpandableHeading ### How are passthrough percentages calculated? Passthrough reports by default only include applications that have exited consideration, meaning they have either been archived or hired. Each application counts once and only once for each stage up until the furthest stage group they have reached. The passthrough percent from Stage A to Stage B is calculated as the count of applications that reached Stage A divided by the count of applications that reached Stage B. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/A_8GmG1budugu-uK6iiWG_ptrexample.png" size="44" width="286" height="236" position="center" darkWidth="286" darkHeight="236" showCaption="false"} Example passthrough calculation from one stage to the next. When the show active option is enabled, the passthrough calculation is more sophisticated. When calculating the passthrough from Stage A to Stage B, applications active in Stage A must be removed from the calculation as whether or not they move forward to Stage B is not yet determined. Ashby takes care of this for you automatically. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/uSh33dVdRXUCqKCavrR2I_ptrwithactive.png" size="52" width="500" height="244" position="center" darkWidth="500" darkHeight="244" showCaption="false"} When active counts are included, the applications active in Stage A must be excluded as whether or not they count in Stage B is not yet determined. ::: :::ExpandableHeading ### How are job considerations that skipped stages included in the report? Job considerations that skipped stages are still counted as having passed through all previous stages (Otherwise, the drop-off rate would be distorted). ::: :::ExpandableHeading ### How are projections calculated? When the show projections option is enabled, the cumulative passthrough rate from each stage forward through all downstream stages is applied to the active application count. This is done per stage across all active candidates, summing up the likelihood of all active candidates to proceed all the way to the hired outcome. When grouping by a field that has a many-to-one relationship to applications (e.g. hiring manager, recruiter), the projected hires total is calculated by the values in the totals row at the very top of the table. When grouping by a field that has a one-to-one relationship to applications (e.g. department), the projected hires total is calculated as the sum of each individual row’s projected hire. ::: :::ExpandableHeading ### Why are my passthrough rates different than what Greenhouse reports? Greenhouse passthrough rates include active applications in the current stage of interest as not passed through to the next stage, whereas Ashby automatically removes applications where their accounting in the passthrough calculation is not yet determined. Given this, you may see lower numbers for passthroughs in your Greenhouse report vs the Ashby passthrough table. ::: :::ExpandableHeading ### Why are the passthrough rates all 100%? The most common cause of passthrough rates being 100% across the funnel is that there’s a filter selecting only for hired candidates. If you’re seeing 100% partially through the funnel, your initial selection, filters or grouping may have implicit conditions that select for candidates that make it to a certain stage. A common example of this is to filter or group by Opening’s Job or Requisition’s Job in Greenhouse or Lever, respectively. Candidate are only associated with Openings and Requisitions when at the end of the funnel, thus grouping by those properties is implicitly selecting for only candidates that have reached the end of the funnel. The solution in this case is to group by the Application’s Job (or Opportunity’s Job in Lever). ::: :::ExpandableHeading ### Why aren’t all the expected applications showing? The initial selection excludes the applications of interest The selected timeframe for the passthrough table report in Ashby implies filters on the applications that are included or excluded. For example, if you select a timeframe of interview start time, you will only see applications that have had an interview start in the time range selected. This can potentially exclude applications that you intend to view. The application is still active in process The passthrough table default is to exclude active applications. If you do not see the counts you expect, first review whether the candidates are still active in process. To view active counts, you can select the Show Active Count & Projected Hires box in the View Options section. The application is in a review or lead stage If you do not see the count you expect, it may be because the candidate’s application is in a review or lead stage, neither of which are shown by default. To view the application review stage, uncheck the `Hide Review Stages?` box in the View Options section. To view the lead stages, uncheck the `Hide Lead Stages?` box in the View Options section. ::: :::ExpandableHeading ### Why do application counts change when enabling Show Active Count & Projected Hires? When the option to show active applications is enabled, you may notice that the count of applications that have passed through a stage increases. When this option is enabled, all currently active applications that are in downstream stages are counted as having passed through upstream stages. ::: :::ExpandableHeading ### Why is the count of interviews or activities in the timeframe is wrong? It is common to misinterpret the passthrough report as an activity summary based on the [initial selection.](docId\:n4gfSfqvMCCCSUHSiqmZN) Though you may see a count such as 10 applications at the onsite stage group the passthrough table is not specifying when exactly those applications passed through that stage. Additionally, the passthrough table does not count scheduled interviews but only whether an application has made it to a stage or beyond. All that is summarized is whether the candidates originally selected and filtered have applications that reached various stage groups. ::: :::ExpandableHeading ### Can I export a passthrough report to a spreadsheet? No. At this time, passthrough reports in Ashby can only be exported as PDFs. Exporting passthrough reports to a spreadsheet format (CSV or Excel) is not currently supported. ::: :::ExpandableHeading ### What timeframe does the Hire Count Projected metric represent? The Hire Count Projected metric is not tied to a specific timeframe. It estimates the number of hires expected based on the current candidates in your pipeline and historical passthrough rates between stages. Because it only considers the current pipeline, it does not include future applicants. For forecasting hires against specific timelines or targets, the Recruiting Planner is typically the better tool. :::