> ## Documentation Index
> Fetch the complete documentation index at: https://docs.spott.io/llms.txt
> Use this file to discover all available pages before exploring further.
# Reporting in Spott
> Build reports, choose the right insight for your question, and open the records behind every number.
In this section you learn how to find and read reports, build insights from live workspace
data, filter and group the results, and investigate the records behind each metric.
1. [Find and read reports](#1-find-and-read-reports)
2. [Build and customise a report](#2-build-and-customise-a-report)
3. [Use report examples as a starting point](#3-use-report-examples-as-a-starting-point)
To open the reporting area, click **Reports** under **Tools** in the left-hand navigation
bar.
## 1. Find and read reports
The Reports area gives you reusable views of recruitment performance, from pipeline
conversion and activity to placements and revenue.
### 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.
There is no team-only sharing level between private and workspace-wide reports. Who can
view, manage, and export reports is controlled by role under **Settings → Security**.
### 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".
## 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.
### 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.
### 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.
If your team reports on calls, client meetings, or references through notes, agree on a
small set of note labels first. Consistent labels make those activities much easier to
count accurately.
### 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.
### 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.
### 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.
Reports use live data, but they cannot currently be scheduled or emailed automatically.
Data sources, insight types, metrics, filters, grouping, targets, and exports.
The Reports overview, ready-made reports, drilldowns, and visibility.
Control which roles can view, manage, and export reports.
## 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.
### 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.
### 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.
### 3.3 Client report
Use a company report to understand the size of your client base, and where companies sit in
your commercial pipeline.
### 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.
## Now your turn
* [ ] Create a report on **candidates**, with two insights
* [ ] Create a report on **applications**, with two insights
* [ ] Create a report on **placements**, with two insights
Build the habits that make your Spott data more useful over time.