Custom reports

Run, adjust and export the custom reports set up for your organisation, and see who can open each one.

A custom report is a saved report built on one of Recruit's templates, set up for your organisation with a chosen set of columns, filters and sort order. System Admins and HR users can run, adjust and export them. Only System Admins can delete them. Recruit has no screen for creating a custom report, so if you need one that does not exist yet, ask HireRoad to have one set up for your organisation.

Who can use custom reports

• System Admin: can open every custom report, choose its columns, export it and delete it.
• HR: can open, change the columns of and export every custom report except those built on the DEI Report, DEI Pipeline Report and Conviction Report templates. Those do not appear in an HR user's list. HR users cannot delete reports.
• Members and Agency users: cannot open custom reports.

What you see inside a report follows the same job scope as the standard reports. HR users limited to certain locations only see data for jobs in those locations. The Who can see which reports article explains the scope for each role.

Open the list of custom reports

1. Select Reports in the left-hand menu.
2. Scroll to the bottom of the overview and select the Custom Reports card. It shows how many custom reports you can open.

The card only appears once at least one custom report exists for your organisation. If you cannot see it, none has been set up, or you are not a System Admin or HR user.

The list has the columns Name, Template, Description, Created and Actions. If nothing has been set up you see No custom reports configured. Use Back to Reports to return to the overview.

Run a report

1. Select Run Report in the Actions column of the report you want.
2. Wait while Running report... shows. The results then appear in a table under the report name and description.

The report runs again each time you open it or move to another page, so the figures are current. If it returns nothing, the page says No results found. Use Back to Custom Reports to return to the list.

Paging

Results show 50 rows at a time. Below the table, a line such as Page 1 of 3 (120 results) tells you where you are, and Previous and Next move between pages.

Filters, date range and sorting

Each report carries its own date range, department and job filters, and its own sort order. These are decided when the report is set up. The results page has no filter or date controls, and the column headings cannot be clicked to sort. If a report covers the wrong period or is in the wrong order, ask HireRoad to change it. Where no sort order was chosen, rows are listed newest first. The DEI Report, DEI Pipeline Report and Conviction Report are counts rather than lists, so sort order does not apply to them.

Choose and order columns

1. On the results page, select Columns.
2. In the Visible columns menu, tick the columns you want and untick the ones you do not. The menu stays open so you can change several at once.
3. Select Save columns.

You must keep at least one column ticked. If you clear them all, Save columns is unavailable and the menu tells you to select at least one. When the save works you see Report columns updated and the table reloads. If it fails you see Failed to update report columns and nothing changes.

Columns cannot be dragged into a new order. They always appear in the order they are listed in the menu, which is the template's own order. Saving changes the report for everyone in your organisation who can open it, not only for you. The DEI Report, DEI Pipeline Report and Conviction Report always keep their first column (Category or Answer), even if you untick it.

Export a report

1. On the results page, select Export.
2. Choose Export CSV or Export XLSX. XLSX opens in Excel.

The button reads Exporting... while the file is prepared. A file named after the report and today's date downloads, and you see Report exported successfully. If it fails you see Failed to export report.

The export contains every row of the report, not only the page on screen, up to 10,000 rows. It uses the report's saved columns, filters and sort order, so save your column changes first if you want them in the file. It hides names and small numbers in the same way as the screen. Each person can make 10 exports a minute.

Small numbers in equality reports

To stop individuals being identified, the DEI Report, DEI Pipeline Report and Conviction Report hide small groups. Any count below 5 shows as <5 and its percentage is left empty. If exactly one row in a category is hidden, the next smallest row in that category is hidden as well, so the missing figure cannot be worked out from the total. This applies on screen and in exports.

Candidate names in reports

Reports that list candidates follow the same privacy rules as the rest of Recruit. Where a candidate's identity is hidden, for example under confidential shortlisting or agency redaction, their name, and any email or source detail shown against them, appears in masked form instead.

Delete a report

Only System Admins see Delete in the Actions column.

1. Select Delete next to the report.
2. Read Are you sure you want to delete this report? and the warning This action cannot be undone.
3. Select Delete to confirm, or Cancel to keep it.

You see Report deleted and the report leaves the list. Deleting removes the saved report only, not the candidate, job or offer records it read from. If you delete one by mistake, ask HireRoad to set it up again.

Templates and their columns

Every report is built on one of these templates. The Template column in the list shows which one a report uses. The columns you can choose from are those of its template.