The Time To Hire Report enables you track how long your recruitment process takes and identify the time taken between individual stages.
This enables you to effectively identify any pitfalls in your current recruitment process, but also allows you to effectively plan and forecast your recruitment activities to get the right people in at the right time.
The Time To Hire Report is unique in its nature, as it allows you to identify either individual dates within the recruitment workflow, but also then to create custom, bespoke Time Differential fields to calculate how long your recruitment process is taking from one point to another for a specific vacancy.
The Time To Hire Reports have the capability of reporting on up to 2,500 Vacancy Records simultaneously, and will report on the earliest or last activity at a certain stage. Giving you the time taken from one point to another.
This article will explain how to access the Time to Hire reports, how to build and save them as report templates and how to share these with colleagues.
Accessing The Report Builder
Accessing the Report Builder can be done in two different ways, and depends on what data you are looking to report on.
By clicking Reports in the Blue Eploymenu, the Time to Hires from here will be based on your live vacancies. This is ideal for an overview of time to hire on anything currently being worked on.
Alternatively, you can first filter for any roles to report on, before clicking Reports on the grey toolbar.
Hint - You can report on up to 2500 vacancies at a time.
Once within Reports, select Time to Hire to access the report builder. if you have any saved templates, you can select them directly from the list.
Hint - The time to hire report works most effectively on placed vacancies. To quickly filter for all vacancies with placement, use View > Placements from the Eploymenu, then click Go To Vacancies at the bottom of the page.
The Report Builder
Within Available Fields, you can chose fields from across vacancies, candidates, companies and applications to populate your report. Use the + icon to add individual fields or you can include entire sections by clicking Select All.
At the bottom of the Available Fields column are the Workflow Date fields. These allow you to see the date that the stage was reached, either the earliest or latest.
Hint - You can chose up to a maximum of 50 fields for each report template.
As you select fields, you will see them populate the central column of the report, under Selected Fields.
Creating Time Differential Fields
The clock icon allows you to measure the amount of time between each stage - simply click the Clock to open the menu, before adding a title, the time to field for the measurement and the returned time span format.
Hint - Always select the clock icon from the first point in your measurement, the time from. Also ensure that you give the field a clear title, as you will not be able to see how this has been configured, once added to your report. It can be useful to include the date span format in the title too.
Once you have completed your Time Differential field, click Add Field and this will be entered into your Selected Fields.
Once you have added all of your required fields, you will see these sat within the Selected Fields column.
Within Selected Fields, there are a number of options:
- Change the order of the columns in the report, using the arrows up and down.
- Change the order of the data within the report, using Order By This. Once selected, the order by options will be shown on the right hand side.
- Change how the data is grouped in the report, using Group By This. Any group by options selected will be shown on the right hand side.
- Remove the field from your report using the X icon, which will immediately remove from the select fields list.
Hint - All of the actions above can also be done when within the report, so you can always tweak the order by or the group by options, even when viewing the data.
Once you have built your template, you can choose to save this for future reference, making it easier and quicker to export again. To do this, click Save Report and populate:
- Settings Title - This is the name of the saved report and will be visible in the reports drop down list.
- Settings Description - This is an internal field only, allowing you add some context to the report / how it is used etc.
- Sharing Options - Here you can decide who else in the organisation will have access to your report template. You can select the entire company, or pick individual users.
Hint - Any user you have shared the report with will be able to edit or potentially delete the template, so please do be cautious. Similarly, if you chose to share with the whole company when not required, it just makes an excess number of templates available in the drop down list. With these points in mind, chose to share only with those that will benefit from this template.
After saving, simply click View Report to see your template & data.
Hint - When viewing the report, you can drag column headers, click titles or even export the data, using the excel logos available at the right hand edge of the report.