Included in this guide:
- Report overview
- Filter Criteria
- Report production
- Exceptions
- Assessment Forms: Order of Importance Functionality
The suite of reports can be accessed by clicking on Reports in the top menu.
Report overview
Report name | What it does |
Source Tracking | Tracks candidates all the way from viewing a job through to being hired, based on source tags placed within online advertising. Feeds are setup to automatically post jobs from Jobtrain to Indeed, Google Jobs, Adzuna, Neuvoo/Talent.com and Zip Recruiter. Source tags are automatically added onto these adverts. If you are using the following tools to post jobs from Jobtrain, source tags are automatically added onto these adverts:
This report can be used to its best potential when you have additional tracking code set up. If you're unsure how to do this, you can view further information in our source tracking user guide.Example source codes from the Jobtrain feeds are listed below:
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| Advert Cost Analysis | Reports on the candidate’s answer to the question ‘Where did you hear about this vacancy?’ and how far they got in the process. Advert as defined by the answer to the relevant question in the application form, utilising the list of adverts stored in Settings.Costs can be added and stored against the Advert source in Settings.
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Equal Opportunity & Diversity | Data based on answers to the standard Equal Opportunity & Diversity question in the application form. Custom Field data is not included. If a candidate has applied for multiple roles then they will be considered multiple times as equality and diversity is against an application, not candidate. |
List of Jobs | This displays a list of jobs dependent on the status chosen. It can be useful to see how many jobs are on hold or live at any one time, etc. Just select the relevant status(es) and generate the report. |
Offers & Starters by Vacancy | Displayed job by job, this reports on candidates that have been offered or started in their role. You can check the statuses Jobtrain is reporting on in System Customisation, Offer Accepted and Started statuses on the Customise tab (Application Statuses). Candidates who have passed through both statuses will show an offer date and a start date (these are the dates the candidates were updated to the relevant statuses). If a candidate has only passed through one status, then only one date will be displayed. |
Interview Details | All booked interviews, including where, when and the candidate(s) contact details. This can be useful for assessment days or to let reception know who to expect for interview that week. |
Initial Sift | Displays information captured on the initial sift and assessment forms. The Order of Importance option within assessment forms has been upgraded for 2022 following a successful trial of the upgrade by one of our graduate recruiting clients in 2021. You can use the initial sift report to report on all completed Assessment Forms (including killer questions, Assessment, non-panel and panel shortlisting).
Where ‘Check against panel shortlisting users’ is disabled – the report will return all data (even where the form was not used for panel shortlisting).
Where ‘Check against panel shortlisting users’ is enabled – the report only returns data where an allocated Panel Shortlister has completed the form.
If you only want to see information about when the form was used for panel shortlisting - turn this on. If you want to see all data, regardless of the form's purpose, then keep this switched off.
This ensures that your reports show exactly the information you need based on how the forms were used. To use this report, you must select a form in the Assessment Form section. You can now also pull in the Sex, Ethnicity and the Age Bands of candidates into this report. To switch this on go to: - Settings > Security Roles - Edit the security role you wish to grant access to this feature - Click on Reports - Toggle ‘Initial Sift Report – Allow EDI Data on’ - Save |
Time to Recruit | Displayed job by job, this reports on the time between a job being created and candidate status being changed to an offer status. Relevant statuses are defined within Settings > System Customisation. This also displays the candidate(s) name and where they saw the advert initially. Candidates who have deleted their application and profile will be included in this report.
- For candidates who have deleted their application, both their first name and last name will be visible.
- For candidates who have deleted their profile, their last name will be replaced with their candidate ID number. |
Agency Analysis | Analyse how many candidates came from an agency and how far they got in the process.
This report will not return records for agencies where they submitted zero candidates. |
| Candidate Status | Displays a snapshot of the status candidates’ applications are at. We recommend using Applications Criteria - Current Data snapshot using the date and status fields. |
| Application Per Week | Reports on the number of applications per week. |
| Application Workflow | Reports on how many applications reached each stage of the process per job (i.e. 17 new applications for job ref. 000806; 16 got to under review, 7 were rejected after application, 2 withdrew and one was hired). The numbers reflect status changes and therefore will total more than the number of candidates in the job. |
| Registration Method | Analyse the preferred registration methods amongst candidates (Gmail, LinkedIn, Facebook or Email). |
| Bottle Neck Report | Reports the average number of days candidates spend in stages of your process. |
| Delete, Withdraw & Status Change Reasons Report | This allows you to report on the following:
The buttons at the top of the page allow you to report on each reason. To run the report select the reasons you wish to report on, then within the relevant data set you wish to use select the relevant filters.
The delete profile and withdraw/delete application options in this report will only return data if you have set your site up to capture withdrawal and deletion reasons. Please click here to access the guide about this feature. The status change reason option in this report will only return data if you have set your site up to capture status change reasons. Please click here to access the guide about this feature. If more than one status change reason has been captured for a candidate, this report will show the latest status change reason that was selected. You can still view any previously captured status change reasons in the candidate history. |
| Insights – Advanced Reporting | Build your own reports. This is restricted access functionality open only to users with a specific login. |
Filter Criteria
Within each report you can choose your desired criteria from a selection like this:
- Details entered into the Application Criteria and Job Criteria sections searches the current data snapshot (i.e. candidates currently at that status)
- Application History Criteria and Job History Criteria will search the history of the role (i.e. will search for candidates who have ever been at that status, so this will include every status change for an individual candidate)
Each blue bar expands when clicked and will reveal more options.
In most reports selecting criteria is optional, however, there are some exceptions. These are explained in the later section Exceptions.
Report production
| To view the report click Run Report. |  |
| To export the data to excel, select Export. |  |
Exceptions
Filtering
Report | Guidance |
Advert Cost Analysis | In order for the information to generate correctly, you will need to make sure you have entered statuses in the Offer, Reject and In Progress status sections with the statuses your organisation uses for candidates at Offer, Reject and In Progress stages. |
Agency Analysis |
Production
Report | Guidance |
Advert Cost Analysis | Run Report button is replaced with two alternative buttons:
Each will give a slightly different format for your selected criteria. |
Export button is replaced with two alternative buttons:
Each will give a slightly different format for your selected criteria. | |
Agency Analysis | Run Report button is replaced with two alternative buttons:
Each will give a slightly different format for your selected criteria. |
Export button is replaced with two alternative buttons:
Each will give a slightly different format for your selected criteria. |
Assessment Forms: Order of Importance Functionality
The Order of Importance option within assessment forms has been upgraded for 2022 following a successful trial of the upgrade by one of our graduate recruiting clients in 2021.
For candidates, the upgrade supports drag and drop answering rather than numerical input on the latest version of our candidate interface, and for clients it works hand-in-hand with an upgrade to the Assessment Form Report to make scoring and top slicing candidates easier.
What does the candidate see?
In this example, the candidate is asked to put a sequence in the correct order. Alternately, they could be asked to rank their preferences to a range of options, with ‘Most’ at the top, and ‘Least’ at the bottom, or by applying numbers (1 = Most).
What do you as a User see?
Within the assessment form section of the candidate record the candidate’s answer can be reviewed.
Within the Assessment Form Report, all the candidates’ answers can be reviewed. Scoring is optional and determined when setting up the form (see our Assessment Forms guide). There are two columns displaying the candidates answer in slightly different ways to suit different evaluation processes or preferences:
- OOI Ranking: This stands for the ‘order of importance’ and is the ranking they gave to answers.
- Display Sequence: Taking their OOI ranking, this column displays the resulting sequence.
To explain the difference let’s use this example, based on John Le Carre’s famous novel Tinker Tailor Solider Spy.
Mr Q. Wright is asked:
Please put these in the correct order...
| 1. | Spy | [4] |
| 2. | Tinker | [1] |
| 3. | Soldier | [3] |
| 4. | Tailor | [2] |
Mr Q. Wright’s answers are shown in orange font/brackets.
Based on this the OOI Ranking in the report would be 4,1,3,2. This is because he has ranked Option 1 as 4th, Option 2 as 1st, Option 3, as 3rd, and Option 4 as 2nd.
The Display Sequence in the report would be 2, 4, 3, 1. This is because as a result of his rankings, Option 2 (Tinker) would appear first, followed by Option 4 (Tailor), Option 3 (Soldier) and finally Option 1 (Spy).
Regardless of your preference, these reports can be easily exported to Excel for further manipulation or analysis, be it for ranking for selection decisions, or blending with other data.
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