Tracker Reports

Completely interactive navigation, flexible reporting and one click data extraction are just three reasons why Eploy’s tracker reports will change the way you filter, display & extract your key data.

If used correctly, these reports have the potential to change the way you report on your vacancies, candidates and applications;

• Candidate Tracker
• Vacancy Tracker
• Time to Hire

The tools are completely customisable, editable and even cross-relational, ensuring that you are extracting your data in the most efficient way possible. By having complete control over the fields that are included, you can change how the report is grouped, ordered and laid out, without having to re-configure the report.

Accessing the reports

 Each of these reports are available in two places within Eploy;

• On the Eploymenu, found within the Global Reports. Accessing the reports from here will report on vacancies where you are assigned as the user and that have a live status. This is to allow you to quickly access all the information you need regarding your live vacancies and all the applications involved – this will not show the information for the whole of your Eploy system.

• From the Global Vacancy List, found within the Reports Icon on the Eploy tool bar. By accessing the report from here, you can include any vacancies that are in the list including filtered lists. This would be done to include vacancies against other users, posted during a specific time-period or for vacancies from a specific company. After selecting Reports, the tracker reports are available from the drop-down list.

Note: you can access the Global Vacancies List from both the Global Placements and Applications lists by scrolling to the bottom and clicking Go To Vacancies – this can be particularly useful if looking to restrict the data you are reporting on to those specific sections of Eploy

Depending on where you launch the report from, the results shown will be very different.

The report has a maximum record limit of 2500; This is in place to ensure that the report can retrieve the required information without timing out. Due to the wide and varied of nature of the fields, stored across multiple record types, the report has to load a lot of information, from a number of sources, which is why the report may occasionally take a longer period to launch.

Building the Report

Once you have selected the tracker or Time to Hire Reports, you will go straight into the report builder or if the report has been previously saved, you will be immediately shown the results.

The system will automatically load a previously saved report if the report builder has been hidden, so you can quickly access your results. If the saved report has been automatically loaded, you can edit the report by opening the Report Builder using the menu button from the top right-hand side of the page.

The Report Builder

Clicking the Report Builder button will open with the following tables.

Available Fields – From this list, you need select which fields you would like to include in the report. Most fields from within Eploy will available from this list, so it might be worth using the Field Filter to help you find the options that you require. Using the ‘+’ symbol against the field name will add the field to the Selected Fields list.

Selected Fields – Any field that you choose to include will appear in this list. You can manage this list using the up and down arrows, the group by and the order by tags.

• The up and down arrows will change the order of your field list. As these fields appear as columns in the
• report, these also change the order of the columns displayed.
• The ‘Group By This’ tag will select that field as a grouping option in the report and duplicate the field in the ‘Group By’ table.
• The ‘Order by This’ tag works in the same way and duplicates the field in the ‘Order By’ table.
• The ‘x’ symbol removes the field from the list.

Group By – A single or multiple fields can be selected to group by and these will be displayed in this table.  Similar to the Selected Fields table, you can change the Group by instruction within the report by using the up and down arrows

Order by – A single or multiple fields can be selected to order by and these will be displayed in this table. Similar to the Selected Fields table, you can change the Order by instruction within the report by using the up and down arrows.

Note: You do not have to choose the group by and order by at this stage. It may be worth running the report first, and then change these settings from within the report.

 Once you have built your report, you may wish to view or save the fields that you have selected.

Saving & Sharing the Report

The option to save the report is available in the bottom right hand corner. Selecting Save Settings will open a new side bar menu, displaying the options to Cancel, Delete, Save and Save As. This side bar will also give you the option share your report with other users. You can share with individual users or with all users by selecting the company name.

Next to the Save option, is the tick box to Hide the Report Builder. This option allows you to hide the configuration of the report next time it is launched, saving time when trying to access the required information.

Editing the Report

Once the reports have launched, they can all be edited in the same way. Whilst the fields included are different and display different sets of information, each report can be grouped, ordered and laid out depending on your own preferences;

Grouping – You can group the data in the report by fields. This allows you separate certain aspects of the information. For example, you may wish to isolate the records by company, allowing you to quickly and easily identify the vacancies from certain companies. To do this, drag the column header into the tool bar marked Drag column header in to the tool bar to group by that field

You can group by multiple fields, with the group options displayed within the tool bar. To remove a grouping, click the X or drag the column header out of the tool bar.

Ordering – You can change the order of how the report is displayed by single clicking the column header. This will switch between and ascending, descending and no order with each click. This can be used in conjunction with the Grouping settings and will be displayed with an arrow and the order field highlighted.

You can order by multiple fields, as well as grouping. It will order by your first set field, with a secondary order from the next field selected.

Column Layout – You can change the layout of the columns, by dragging the column headers across the toolbar. Click and drag a column header until you can see two arrows, highlighting where the new position of the field will be. This will change the order of the fields reported on and is particularly useful when looking for specific information within the report; doing this allows you to change the presentation of the report and will be reflected in the export.

Fields can be dragged and changed as many times as required. If the report is closed without saving however, the original lay out will be restored the next time the report is launched.

Exporting the Report

These reports are designed to exported easily and instantly out of Eploy. On the tool bar, at the far-right hand end, you will find the export options, displayed as an Excel symbol (Note: depending on the number of columns in your report, you may need to move the horizontal scroll bar before this is visible).

Clicking the symbol will trigger a download, which is opened directly into excel. Any changes that have been made to the report, such as changing the column layout, will be reflected in the export.

Applying a Cross-Relational filter

Above the excel export macro, is the options menu. Opening this menu will provide two drop down lists;

• Load Report Settings
• Select Candidates Filter to Apply.

If you have multiple versions of the report, including different fields and layouts, they can be loaded using the first drop down list. The second drop down allows you to apply any candidate filter that has been saved under my queries in the Query Builder. This means that two cross relational filters are being applied; first to vacancies, second to the candidates involved in those vacancies.

By layering filters, you can exclude unwanted candidates and display only the most relevant information.

The Vacancy Tracker

The Vacancy Tracker provides an overview of your vacancies and breaks down the data by workflow stage. This report allows you to see exactly how many candidates are currently at each stage and provides quick filters to help isolate them. This is particularly useful for getting an overview on a selection of vacancies.

The Candidate Tracker

The Candidate Tracker displays each application listed against each vacancy and then breaks down the application by workflow stage. This is a more in-depth version of the vacancy tracker, showing each application and the date they reached each stage of the workflow. This is particularly useful for tracking time to hire information against applications, as opposed to vacancies, whilst also providing detailed information on how far an application has progressed.

The Time to Hire

The Time to Hire report is unique, as is shows the first and last date stamps of each action against each vacancy. For example, this report can show the first and last application dates, the dates of the first and last CV’s sent on the vacancy, the first and last interview etc. This will allow you to get an accurate average time to hire across your vacancies by detailing the best/worst case scenarios in your recruitment campaign.

Counting Days

The Time to Hire report will also allow you to show the number of dates between two events in the workflow. To do this, use the clock symbol next to the field name within the Report Builder that you wish to use as your starting point. This will produce an options window, where you can configure the end of the date span you are trying measure.

For example, you may wish to view the time between the first application and the first placement made. This would be done by selecting the clock for Application Date – Earliest, before selecting the field Placement Creation Date – Earliest. The required Date Measure is then applied (days, weeks, months, years) along with the Field Title. Once this is confirmed, this is then added to the selected fields of the Report.