Building Reports

This page is the step-by-step build. For finding your way around the section, the ready-made reports, and drilling into a number, see Reports. While the Dashboard shows a fixed set of activity metrics, Reports is the fully custom builder: you choose what to count, how to slice it, and how to draw it. Every number stays live, reading directly from your workspace data. You find Reports in the left navigation under Tools. A report is made up of one or more insights. Each insight answers one question, for example “how many jobs did we add per stage” or “how many Reference Gained notes did the team log this month”. Create a report with New Report, then click Add New Insight to fill it. A report also has its own Time period filter that applies across its insights. Every workspace starts with three ready-made reports: Client breakdown (on companies), Candidates overview, and Team performance (on users, including fee income per user and a sortable team leaderboard). Use them as they are, or duplicate an insight as a starting point for your own.

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Configuring an insight

Give the insight a title, configure it in the right-hand panel while the left side previews the live result, and click Save Chart when you are done. You build an insight by making four choices:

1. Data source: the record type the insight reports on: Candidates, Jobs, Applications, Companies, Opportunities, Contacts, Users, Notes, Interactions, Placements, or Rejections. Pick Multi-source to combine several record types in one view. To report on outbound mail, use Interactions. It exposes emails sent, and only emails sent, so it answers “how many did we send” rather than what happened to them afterwards. Opens and clicks live in Marketing.
2. Type of insight: how the data is measured.
3. Metrics: what is counted. An insight can hold multiple metrics; click Add metric to compare counts side by side, for example all Notes next to Manual Notes Created.
4. Visualization: how the result is drawn.

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Types of insight

• Pivot: break a metric down across a dimension with Group by, for example jobs per stage, per company, or per team member.
• Historical Values: track how a metric evolves over time.
• Funnel: see how records convert from one pipeline stage to the next.
• Time in Stage: measure how long records sit in each stage.

The available insight types depend on the data source. Funnel and Time in Stage rely on pipeline stage data, so they are offered for stage-based sources such as Applications and Jobs. For sources without stages, like Candidates, only Pivot and Historical Values are available.

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Visualizations

Draw the result as a Bar, Line, or Pie chart, a Table, or a Single Metric headline number.

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Filters, grouping, and targets

Click Add filter to narrow down which records count. You can filter on the data source’s attributes, including any custom attributes you created, plus Team and Team Member to scope an insight to part of your organization. A Time period filter restricts the insight to a date range. For Pivot insights, Group by splits the result across any attribute of the data source. Each insight can also have a Target: enable it and set a number, and the insight shows your progress against that goal as a percentage, with a Target Achieved state once you pass it.

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Tracking activity with note labels

To report on logged activity such as calls, client meetings, or references, report on Notes and filter by note label. If your team logs activities as notes with a consistent label, for example First Call, Client Check-in, or Interview Feedback, you can count exactly how often each activity happens, per period and per person. Coming from another ATS, this replaces comment types or activity types: create a note label per activity, then build a Notes insight filtered on that label. For clean reporting, agree on a small, fixed set of note labels up front. For touchpoints Spott records automatically, use the Interactions data source instead. It covers two-way interactions such as emails, WhatsApp messages, phone calls, and calendar meetings, and can be filtered by Interaction Type, Label, Tag, or Tag Type.

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Drilling down

Numbers on a report are clickable: click one to open the exact records behind it, so you can see what is driving a metric instead of trusting the total on its own.

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Managing and exporting insights

Open the ⋮ menu on any insight to Edit, Duplicate, Export as Excel, or Delete it. When exporting, you can name the file and optionally tick Include drilldown data; by default the export contains the chart data only. There is currently no scheduled or emailed report delivery.

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Sharing

The Reports overview has two sections: Your reports, visible only to you, and a workspace section visible to everyone. There is no team-level sharing tier in between. Who can view, manage, and export reports is controlled per role from Settings → Security. See managing access.