Custom Reporting Guide: Recruiting Snapshot

JazzHR is flexible—really flexible! This is great, because you can customize the hiring process for each job or team. But if your jobs are assigned to multiple Workflows, it can be tough to see all of your data in one place, even if your Workflows are similar. 

If you want to create a single snapshot of your recruiting process across all your team’s locations, open jobs, and Workflows, you can use a Custom Report to get the data, then use basic Pivot Tables in Excel to put everything together.

1. Click Reports in the top header.

  • Create a new Candidate Custom Report.
  • Click Save to give the report a name and description


2. Click the Columns button to add more data to the report.

  • Add all the Workflow columns
  • Add the Candidate ID column to identify each candidate uniquely
  • You may want to add other fields like Department, Hiring Manager, or Custom Fields so you have more ways to slice the data


3. Filter the report to see all candidates that are currently in the hiring process.

  • Click Add Advanced Filter to add a filter for Job Status, then select contains and open to get candidates who are in Open jobs
  • Filter to all Active Workflow statuses


4. Export the report and download it from the link in the notification email.



5. Open the CSV file in Excel. Click Table, then Format as Table. Select a style.


6. Click Summarize with PivotTable and hit OK. A pivot table will be created in a new sheet.


7. Now we can drag and drop fields in the right-side panel to set up the pivot table.

  • Drag "Workflow Stage" into columns
  • Drag "Job Title" into rows
  • Drag "Candidate ID" into values
  • Note: If your data includes multiple Workflows, any stages with matching names will appear as a single column in the resulting table. This will make it easier to compare your pipeline across jobs.


8. Finally, get your Workflow stages in order.

  • Excel sorts columns in alphabetic order. You can put numbers or letters in your Workflow stage names in Settings > Workflows before you export so they'll be sorted automatically.
  • Or, you can manually rearrange the columns in Excel. Copy the pivot table and create a new sheet. Then right click, select paste values, and rearrange the columns as necessary.



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