Would you like to get more out of your applicant tracking? The report configurator of onlyfy Application Manager allows you to create a wide range of evaluations in a completely flexible and customized way to suit your company’s requirements. Read everything worth knowing about the reports in this article.

1. The world of reports

Analyzing the various statistical metrics and key performance indicators (KPIs) will help your company optimize processes and increase efficiency.

Think about which factors are important and which results you want to query to find the right standard report or to create a custom report. The number of reports is unlimited. 

2. Job-specific statistics

Do you want to see which channels your applicants are using to find you? Use our source analyses, located under ´Jobs´ (1). Select the desired job and then click on ´Job Statistics´ (2).

You can then choose from the following three source analyses:

• Acquisition channel (3): As soon as you publish a job via onlyfy Application Manager, you receive an individual tracking code. A page view through these sources can only come from a specific job advertisement generated through your Application Manager account, making these records very reliable. 
• HTTP referrer (4): Based on the cookies of your applicants, we can identify the channels they are using to find you. However, the correct collection of data is affected by the following factors:
  - More and more browsers are preventing the correct collection of data.
  - Applicants can deactivate tracking in their browser settings.
  This results in a higher susceptibility to errors and lower precision. We recommend using data collected via this method only for comparison and optimization purposes.
• Source input (5): If you have defined applicant sources in your settings and recorded them as an active step in the job application process, then applicants can enter them in the form during the application.

For more detailed information and helpful tips on source analyses, see our article "Track and evaluate application sources".

3. General reports

An aggregated view across several jobs is provided by our statistics under the menu item ´Reports´ (1).

• ´Add KPI´ (2): Define which reports appear on your dashboard. 
• ´Custom reports´ (3): Create your own reports depending on your company's needs. 
• ´Reviews´ (4): Overview of candidate and employee ratings.

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Do you have an onlyfy Prescreen price plan? You will find some predefined standard reports in your account under the ´System reports´ tab.

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Let's take a look at each of these options together in the next section.

3.1 Customized reports

In this section you will be able to design and manage your own reports.

Create new reports with the button ´Add´ (1). In the next step choose a title (2) and define, who should have access to this report (3): either just you or also certain access groups and/or individual users. Click 'Save' to confirm your selection (4).

You can assign several analyses to one report by creating them with ´Add analysis´ (1). In the next window, you can choose between a customized (2) and a predefined analysis (3).

3.1.1 Predefined analyses

The following predefined analysis gives you an immediate overview of your KPIs:

Analysis	Content
Answer rate	Find out how many of your sent messages are answered by your candidates.
Hiring progress	Evaluate the efficiency of your hiring processes by visualizing the number of applications at different phases of the application process.
Source performance	Source performance in the context of the candidate’s journey. Find out which job marketing options are worth your time and budget.
Unfinished applications progress	Identify the stumbling blocks in your job application process. Analyze the unfinished applications.
Time in application status	Check the length of time an application stayed in a particular status before the person was hired.
Time to...	Calculate your "Time to hire" or create custom "Time to..." analyses for various milestones in your hiring process.

Within the various analyses, you can filter and refine your values using a wide range of criteria. You will find out more details in the next chapters.

Answer rate

Determine your requirements using the following attributes:

1. Group by attribute: Determines the context of the KPI evaluation as well as the way it is presented.
2. Group by time: Specify the set time frame for your analysis and define the time grouping in order to compare various time periods with one other.
3. Time frame: Set any limits you want to your period of time.
4. Filters: You can also filter by job, hiring process or recruiter team to make your analysis even more precise.

The filter function offers you a variety of options to achieve even more precise results.

Hiring progress

Determine your requirements using the following attributes:

1. Hiring process: Your self-defined hiring processes.
2. Job: Your active and archived jobs.
3. Time frame: Set any limits you want to your period of time.
4. Filters: Additional filter options to make your analysis even more precise.

The filter function offers you a variety of options to ensure you achieve even more precise results.

Please note that HTTP referrers are automatically recorded as candidate sources. Select any number of keywords to refine your display. For example: step, xing.com, monster.

Source performance

Determine your requirements using the following attributes:

1. From and To (mandatory fields): Define the two steps in the candidate’s journey to be compared.
2. Time frame: Set any limits you want to your period of time.
3. Filters: Additional filter options to make your analysis even more precise.

The filter function offers you a variety of options to ensure you achieve even more precise results.

Please note that HTTP referrers are automatically recorded as candidate sources. Select any number of keywords to refine your display. For example: step, xing.com, monster.

For more detailed information and helpful tips on source analyses, see our article "Track and evaluate application sources".

Unfinished applications progress

Determine your requirements using the following attributes:

1. Job application process: Your own defined job application processes.
2. Job: Your active and archived jobs.
3. Time frame: Set any limits you want to your period of time.
4. Filters: Additional filter options to make your analysis even more precise.

The filter function offers you a variety of options to ensure you achieve even more precise results.

Please note that HTTP referrers are automatically recorded as candidate sources. Select any number of keywords to refine your display. For example: step, xing.com, monster.

Time in application status

This report shows you the average number of days an application spent under a specific status until the hiring process was successfully completed. Only applications that have received the status "HIRED" are included in the calculation of the metric "Time in application status".

To calculate the average time an application has spent in an application step, but which never achieved "HIRED" status, the "Time to..." metric is most appropriate.

Determine your requirements using the following attributes:

1. Group by time: Specify the set time frame for your analysis and define the time grouping to compare time periods. 
2. Time frame: Set any limits you want to your period of time.
3. Filters: Additional filter options to make your analysis even more precise.

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Please note that there is no function behind the filter ´Group by attribute´.

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The filter function offers you a variety of options to ensure you achieve even more precise results.

Please note that HTTP referrers are automatically recorded as candidate sources. Select any number of keywords to refine your display. For example: step, xing.com, monster.

Time to

Determine your requirements using the following attributes:

1. Metric (mandatory field): Select until which status you want to calculate the time.
2. Time from und Time to (mandatory fields): Specify a time frame you want to measure.
   Once ´Status´ has been selected in the ´Time to´ field, the ´Hiring process´ filter will be activated and you can continue to refine your report
3. Group by attribute: Determines the context of the KPI evaluation.
4. Group by time: Specify the set time frame for your analysis and define the time grouping to compare time periods. 
5. Time frame: Set any limits you want to your period of time.
6. Filters: Additional filter options to make your analysis even more precise.

The filter function offers you a variety of options to ensure you achieve even more precise results.

Please note that HTTP referrers are automatically recorded as candidate sources. Select any number of keywords to refine your display. For example: step, xing.com, monster.

Saving analyses

Once you have customized your analysis accordingly, you can add it to your report by clicking on the ´Save new analysis´ button (1). To be able to find this analysis quickly in the future again, give your report an informative title (2) in the next pop-up window.

You can also display your reports directly on the dashboard. To do this, activate the ´Show in dashboard´ button (3). Click 'Save' to confirm your entries (4).

If you want to add another analysis to your report, click on the ´Add analysis´ button and repeat the previous steps. You are also welcome to add your own analysis. To do so, proceed to the next point.

Of course, you can also customize your reports visually and choose from various types of chart. You can find all information about our chart types in the chapter "Diagram types".

3.1.2 Custom analyses

You are welcome to create your own reports at ´Reports´ (1) > ´Custom reports´ (2) > ´Add analysis´ (3). The following main categories are available for this purpose:

• Applications
• Candidates
• Messages
• Jobs

Select the desired category with one click and refine your report by customizing the filters according to your needs (1). Click on the ´Change metric´ (2) button to change the category you want to analyze.

Custom analysis ´Applications´:

Custom analysis ´Candidates´:

Custom analysis ´Messages´:

Custom analysis ´Jobs´:

Like with the predefined analyses, you also have the option here to select different chart types for your reports. Read all the information about this in the next section.

Once you have customized your analysis accordingly, add it to your report by clicking on the ´Save new analysis´ button (1). To be able to find this analysis quickly in the future again, give your report an informative title (2) in the next pop-up window.

You can also display your reports directly on the dashboard. To do this, activate the ´Show in dashboard´ button (3).

If you want to add another analysis to your report, click on the ´Add analysis´ button and repeat the previous steps.

3.1.3 Diagram types

You can also customize your reports visually and choose from different diagram types.

For this purpose, you will find a button (1) next to each report showing the current diagram type. Click on this button to select a different type.

When making your choice, consider which factors should be emphasized with the chart type because the different formats emphasize different aspects. Accordingly, not all diagram types of chart can be selected for every report.

Diagram type	Design	Information
Line chart		A line chart is optimal for showing a trend. For example: Application analyses based on the acquisition channel
Area chart		Area diagrams are based on line graphs, except that the areas are highlighted in color to better illustrate differences. For example: Analysis of the application progress
Bar chart		Bar graphs allow you to compare data over specific periods of time, making it easier to spot trends. For example: Source performance
Pie chart		Pie charts are good for illustrating proportions. Please be aware that according to research, those reading pie charts tend to interpret the entire circle as 100%, which can lead to misinterpretations. For example: Candidate analysis based on gender
Doughnut chart		Similar to pie charts, donut charts show how individual aspects relate to the total. With both doughnut and pie charts, too many factors can make the charts difficult to read. A good alternative to these are bar charts. For example: Candidate analysis based on system language
Number		An easy way to display a current value. For example: Number of active candidates

3.2 Reviews

The feedback function of Application Manager allows you to request, receive and evaluate anonymous ratings from your candidates and employees. You can find the following two related reports under ´Reviews´ (1):

• ´Applicant reviews´ (2)
• ´Employee reviews´ (3)

You can view the ratings in detail by clicking on the ´Average score´ field (4).

For detailed information on the feedback function and kununu integration, please refer to our article "Reviews and kununu integration".

3.3 System reports (only for onlyfy Prescreen customers)

You can find some predefined standard reports under the ´System Reports´ tab with which you can quickly query the most common key figures.

To customize the reports more efficiently to your needs, we recommend using the customized reports described above.

The results of the system reports will open in a new browser tab and can be printed as well as saved:

• ´Print view´: the report is displayed in a printer-friendly way and can be printed from the browser (either right-click > "Print" or straight from the browser menu > "Print")
• ´Export as XLS´: Click on this button to download your reports in an Excel file.
• ´Export CSV´: Click on this button to download your reports as a CSV file (comma separated values, i. e. as a simple structured file).

Applicant acquisition channels

Definition	How well do different channels for applicant acquisition perform?
Source	From what page did the applicants come? How did the candidates find out about this vacancy?
Page views	How many times was the job ad viewed via this channel?
Application count	How many applicants came through that channel?
Finished applications	How many of the applications are finished?
Conversion rate	Percentage of the job ad visitors who create and finish an application.
Average time	How long did it take to finish the application in average in minutes?
(direct/none)	Applications without source information, such as applications submitted via e-mail, manual data entry, or no tracking due to privacy settings.

Applicant status

Definition	Which steps do my applicants go through?
Registration	How many candidates completed the step ´Registration´?
Questions	How many candidates completed the step ´Questions´?
Skills	How many candidates completed the step ´Skills´?
Profile picture	How many candidates completed the step ´Profile picture´?
Cover letter	How many candidates completed the step ´Cover letter´?

Time to hire

Definition	How fast is your hiring process?
Job	Your open positions. Overall aggregates all data without respect to job.
Hiring processes	The average time in days it took from the candidate’s application being finished the and the status "x".

Performance report

Definition	Performance overview.
Active jobs	Active jobs at the end of selected time span.
Created jobs	New jobs created in the time span.
Candidates	Total number of candidates.
New active candidates	New candidates created in the time span.
Applications	Applications created in the selected time span.
Applications increase/decrease	Difference in the number of applications to previous time span as a percentage.
Hired	Hirings in the time span.
Hired increase/decrease	Difference in the number of hirings to previous time span as a percentage.
Rejected	Rejections in the time span.
Rejected increase/decrease	Difference in the number of rejections to previous time span as a percentage.
Time to hire	Average time from finishing an application to hiring in days.
Time to hire increase/decrease	Difference in the time to hire to previous time span as a percentage.
Time to rejection	Average time from finishing an application to rejection in days.
Time to rejection increase/decrease	Difference of the time to rejection to previous time span as a percentage.
Time to fill	Average time from creating to finishing a job.
Time to fill increase/decrease	Difference of the time to fill to previous time span as a percentage.
Job views	Jobs viewed in the selected time span.
Job views increase/decrease	Difference in the number of job views to previous time span as a percentage.
Applications with channel direct	Applications sent by e-mail or manually entered into Application Manager.

Funnel report

Definition	How many applications do I get per job in a certain time span and what status were they in?
Job	Jobs active in the selected time span.
Applications	Finished applications that were created in the selected time span.
Hiring processes	How many applications (created in the selected time span) had the status "x"?

Status overview

Definition	How many applications do my jobs have and what status are they currently in?
Job	Active jobs.
Applications	Finished applications.
Hiring processes	How many applications are currently in the status "x"?