Reporting in Spott

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1. Find and read reports

The Reports area gives you reusable views of recruitment performance, from pipeline conversion and activity to placements and revenue.

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1.1 Start from the Reports overview

Open Reports to add a New report, or to see the reports you already have. The overview separates them into:

• Your reports: reports visible only to you.
• Workspace: reports visible to everyone in the workspace.

Every workspace starts with three ready-made reports:

• Client breakdown: review company data and the shape of your client base.
• Candidates overview: understand candidate composition and availability.
• Team performance: compare activity, fee income, and performance across users.

Open these before building from scratch. They may already answer your question, or give you a useful starting point.

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1.2 Read a report and investigate its numbers

Click a report to open it. Each report contains one or more insights, and each insight answers a specific question using live workspace data. Use the Time period selector to choose 7D, 1M, 3M, 6M, 12M, All, or a custom date range. That period applies across every insight in the report. Click a number or a chart value to open the records behind it. This drilldown lets you check exactly which candidates, jobs, applications, or other records make up the metric. The report above mixes insight types on purpose: a funnel across the pipeline stages, a breakdown of where those applications came from, and two Single metric cards for the conversion rates that matter. Each answers one question, and together they answer “how is this pipeline performing”.

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2. Build and customise a report

A report is built from insights. For each insight, choose the records to analyse, what to measure, and how Spott should display the result.

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2.1 Create a report and add an insight

From the Reports overview, click New report, then Add new insight to build its first visualisation. Give the insight a clear title. As you configure it in the panel on the right, the left side previews the result using your live data. Click Save chart when the insight is ready.

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2.2 Choose the right data source

The Data source decides which records the insight can count, filter, and group.

• Recruitment records: choose Candidates, Jobs, Applications, Companies, Opportunities, Contacts, Users, Notes, Placements, or Rejections when the question concerns one type of record.
• Interactions: use this for recorded touchpoints such as emails, WhatsApp messages, phone calls, and calendar meetings. For outbound email it counts sent messages. Marketing campaign opens and clicks are reviewed in Marketing.
• Multi-source: combine several record types when one source cannot answer the question on its own.

Pick the source that directly contains what you need. Use Applications for pipeline movement, Placements for completed placement data, and Notes for activity your team records with consistent note labels.

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2.3 Choose an insight type and visualisation

The insight type controls how Spott measures the selected data:

• Pivot: break a metric down by another field, such as jobs per stage, company, or team member.
• Historical values: track how a metric changes over time.
• Funnel: see how records convert from one pipeline stage to the next.
• Time in stage: measure how long records stay in each stage.

Which insight types are available depends on the data source. Funnel and Time in stage need stage data, so they appear for stage-based sources such as Applications and Jobs. Sources without stages, such as Candidates, use Pivot and Historical values. Display the result as a Bar, Line, or Pie chart, a Table, or a Single metric headline number.

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2.4 Add metrics, filters, grouping, and targets

Finish the insight by deciding exactly what it counts and which records are included:

• Metrics: what the insight counts. Select Add metric to compare several measures in the same insight.
• Filters: select Add filter to narrow this insight by attributes, custom attributes, team, team member, or its own time period. Unlike the report-wide period selector, this filter applies to the insight only.
• Group by: for a Pivot insight, split the result by an attribute such as stage, company, or team member.
• Target: switch on a target and enter a number to show progress towards a goal, and when it has been reached.

Keep each insight focused on one question. If a chart needs unrelated filters or measurements to make sense, build another insight instead.

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2.5 Edit, duplicate, export, or delete an insight

Open the ⋮ menu on an insight to:

• Edit: change its source, metrics, filters, grouping, target, or visualisation.
• Duplicate: use the insight as a starting point for a similar question.
• Export as Excel: download the chart data, and optionally select Include drilldown data to include the underlying records.
• Delete: remove the insight from the report.

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3. Use report examples as a starting point

These examples show the kind of question a focused report can answer. Adapt their insights to the data and targets that matter to your team.

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3.1 Candidate report

Use a candidate report to understand the composition and current status of your database:

• Availability: how many candidates are available now or later.
• Education: candidates compared by education level.
• Employment type: the kinds of work candidates are looking for.

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3.2 Team performance report

Use a user report to compare individual and team productivity:

• Recorded activity: notes and applications created per user.
• Meetings: how many meetings the team holds each week.
• Commercial output: placement revenue and job creation.

A Pivot insight grouped by user gives you the table above: one row per person, and a Current and Target column per metric. Where a target is set, the cell shows progress against it and colours accordingly, so you can read who is ahead and who is behind at a glance. Metrics without a target simply show a dash. Below the table, the same record type carries charts for commercial output: fee income and jobs created per user, speculative CVs sent, and a Single metric card for total CVs sent across the team.

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3.3 Client report

Use a company report to understand the size of your client base, and where companies sit in your commercial pipeline.

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3.4 Application funnel report

Use an application report to see how many candidates are in each stage for a specific job, and how long they stay there. This is how you find the stages where applications slow down or drop out.