Who can see which reports

Which roles can open each report, which jobs they see in it, and who can export it.

Report access depends on your role, and what you see inside a report depends on which jobs your role lets you see. System Admins see everything. HR users see the jobs their location access allows. Members see only their own jobs. Agency users cannot open reports at all.

Who can open each report

The Reports item in the left-hand menu is only shown to System Admins, HR users, and Members who hold the Recruiter or Hiring Manager role on any job. A Member who is only an Interviewer does not get the menu item. If they open the overview, Adverts, Sourcing, Time & Cost or Candidates page anyway, they see the message "You do not have permission to view reports."

The D&I and Article 55 tabs only appear for System Admins. Anyone else who reaches those pages sees "Only administrators can access diversity and inclusion reports." Users with group access are the exception, covered under group reporting below.

Which jobs each role sees inside a report

Every figure on the overview, in each report, on the dashboard and in exports is calculated from the jobs your role can see. The Date range, Department and Job filters can only narrow that set. Picking a job you cannot see has no effect.

• System Admin: all jobs in the organisation.
• HR with All locations: all jobs.
• HR with restricted locations: jobs in the locations assigned to that user, plus jobs that have no location set. Admins set this under HR Location Access in Roles & Permissions.
• HR with access set to None: no jobs. The reports open but are empty.
• Member: jobs where they are the hiring lead, jobs where they are on the job team, and jobs currently waiting on an approval step that names them as an approver.
• Agency: no access. Agency users get no reports, dashboard figures or exports, whatever jobs they are assigned to.

Candidate names follow the same privacy rules as the rest of Recruit. Where a candidate is redacted, for example under confidential shortlisting or agency redaction, the Candidates report, Recent Activity and Custom Reports show the masked form rather than the name. On blind shortlisting stages, evaluations from other reviewers are hidden from Members in the Candidates report.

Dashboard widgets

The dashboard figures come from the same overview data as the Reports page, with the same job scope for your role.

• Open Jobs, Active Candidates, Interviews This Week, Hired This Month and Pipeline Overview: System Admins, HR and Members, each limited to the jobs they can see.
• Recent Activity: the same three roles, on the same job scope.
• My Tasks: your own tasks only.
• Onboarding: System Admins and HR users, when onboarding is switched on for the organisation.

Small-number suppression

Recruit hides small groups in equality data so that nobody can be identified from a figure.

• D&I report: in the Gender, Ethnicity, Age Band, Religion or belief, Sexual orientation, Disability and Convictions breakdowns, any group with fewer than 5 people is left out. If a whole breakdown has fewer than 5 declarations in total, that breakdown is empty. The adjustments requested and provided figures are not affected.
• Custom Reports: in the DEI Report, DEI Pipeline Report and Conviction Report, a count below 5 shows as <5 and its percentage is blank. If exactly one row in a category is hidden, the next smallest row in that category is hidden too, so the missing figure cannot be worked out from the total.
• Article 55: this report lists one row per response, so there are no groups to suppress.

The other reports show exact counts. The same suppression applies in exports and in the group version of the D&I report.

Custom Reports

Custom Reports are open to System Admins and HR users. Each template also has a minimum role. The DEI Report, DEI Pipeline Report and Conviction Report are System Admin only, and HR users do not see reports built on them. Every other template is open to both roles: Advert Report, Offers Report, Time to Hire Report, Cost to Hire Report, Candidate Source Report, Individual Candidates Report, Question Response Report, RTR Approved Report, RTR Info Report, Vacancy Advertised Report and Agency Efficiency Report.

Custom report results use the same job scope as the standard reports. Both roles can run a report and change which columns it shows. Only a System Admin can delete a custom report.

Group reporting

If you have been given group access, the reports show combined figures for the companies in your grant. Use the company filter to look at one company or all of them. The four group access levels are Group admin, Group HR, Group member and Group reporting.

• Every group access level can open the group version of every report, including D&I and Article 55.
• Group figures cover all jobs in the companies you have been granted. They are not narrowed by your own job team memberships.
• Only a Group admin can export the D&I and Article 55 group reports. Every access level can export the others.

Exports

Each report page has an Export button with Export as CSV and Export as Excel. You can export a report if you can open it, so D&I and Article 55 exports are for System Admins only. An export uses your current filters and the same job scope and suppression as the screen, so it never contains more than you can see.

Custom Reports have their own Export CSV and Export XLSX options for System Admins and HR users. Exports are limited to 10 per minute per user.