Drill into report details to see the records behind a number, such as the candidates included in a count or the stage stays used to calculate an average. Select a supported value to review its records, customize the details table, open profiles, or export the results without building a separate details report.
Drill-in is available in supported pre-built reports on all plans and to all recruiting roles, subject to their report and record permissions. It is also available in saved reports on Premier and Enterprise plans and reports with custom widgets on Enterprise plans. Saved reports follow the same drill-in behavior as the pre-built reports they were saved from.
Opening the records behind a value
Drill-in is available for supported values in the following pre-built reports:
- Job details, Candidate flow, Hiring funnel, Job pipeline, and Candidate sources
- Hiring velocity, Offers and hires, Team productivity, and Hiring performance
- Disqualifications, Referral channels, Compliance (EEO), Assessments, and Video interviews
- All candidate survey reports, including answers the chart cannot display, such as text entered for Other
For Compliance (EEO), you need Recruiting Admin access or permission to view recruiting reports as an admin. Survey details use the same minimum response threshold as the report to protect anonymity.
To open the records behind a value:
- Go to the Report Center and open a report
- Locate the value you want to investigate. Where available, hovering over a supported value displays a tooltip such as View Candidates or View Assessments
- Select the value to open a full-page details view showing its underlying records
In Enterprise custom widgets, the details use the widget's dataset, such as Candidates, Activities, Requisitions, Offers, Employees, Attendance, or Time off. You can open values calculated using Count, Sum, Average, Median, Minimum, or Maximum, where supported by the report. How you open them depends on the widget:
- Metric cards: Select the number
- Donut charts: Select a slice or the count next to its label. Selecting the label itself includes or excludes the slice as before
- Bar and line charts: Select a bar segment or a point on a line. Selecting a legend label includes or excludes that series as before
- Pivot tables: Select a supported value, including row and column totals. Some reports also support row labels. Column headers sort the table rather than open details
- Custom table widgets: Select a supported aggregated value
For example, select the count next to a source category in a donut chart to view the candidates in that category.
Note: Unique counts, percentages, and rates cannot be opened. Unique counts count an entity once even when it has several records; percentages and rates combine calculations that may use different sets of records. The total in the center of a donut chart cannot be opened either. Additional exclusions apply to individual reports.
Reviewing the details
The details view shows the selected widget's title, a table of records, and filter chips reflecting the report filters, widget filters, and selected values. For example, opening an Advanced segment for December shows the candidates matching that status and period. If a filter has several values, it appears as a value followed by +N; select it to see all selected values.
The details follow the report's filtering rules. For example, Candidate flow and Hiring funnel exclude the talent pool and candidates. In Candidate flow details, members who can access the talent pool see this exclusion as Job title is not Talent Pool. See filtering reports for more about report filters.
Customizing the table
You can adjust the details table:
- Use Columns to add or remove available columns
- Sort the records by any column
- Move between pages to review additional records
The default columns depend on the report, dataset, and calculation you selected:
- Count: The table shows the dataset's default columns
- Sum, Average, Median, Minimum, or Maximum: The table shows the record name and the field used in the calculation, such as Candidate name and Days in stage
- Minimum and Maximum: Values are sorted from lowest to highest for a minimum and highest to lowest for a maximum
- Job or reporting stage views: The selected view determines which stage columns are shown by default
Understanding differences between the number and the records
A details table does not always contain one row for each candidate counted in the report. Keep the following in mind:
- Record permissions: You only see records you have permission to access. For example, a member with standard recruiting access sees candidates from their own jobs, so a shared report may show a larger number than the records available in its details
- Empty values: When you open an average, minimum, or maximum, the table may include records with an empty value. These records are excluded from the calculation
- Multiple records per candidate: Some views show activities or stage stays rather than one row per candidate. For example, Hiring velocity may show several stays for the same candidate, and Team productivity may show several sourcing activities
- Report-specific rules: The dataset and exclusions vary by report. Check the individual report guide when investigating a particular metric
Deleted candidates
Deleted candidates remain included in report counts and appear as Deleted candidate in details views and datasets. Their personal data is empty, while non-personal information such as job, stage, source, and dates is retained.
Use the Deleted candidate column and Yes/No filter in the Candidates and Activities datasets to identify, include, or exclude these records. The Candidate details report excludes deleted candidates, so its counts may be lower than those in a drill-in view.
Opening candidate and employee profiles
Select a candidate name in the details view to open their profile in a panel over the table. You can review the profile and take available actions, such as moving the candidate to another stage, without leaving the report. Select View to open the full profile page, or close the panel to return to the same table.
In HR details views, select an employee's First name or Last name to open their profile in the same way.
Profile panels are also available from names in the Candidate details and Employee details reports. Names in other details reports, such as Activity log, Time to hire, and Time-off requests, do not yet open profiles.
Report data and live profiles
Profiles show the latest information, while recruiting reports refresh approximately every 2 hours and HR reports every hour. For example, a candidate moved after the last report refresh may show their new stage in the profile and their previous stage in the details table. The report and details update with the next refresh.
Check the report's Last synced timestamp and see how often reports update for more about update timing.
If a candidate was deleted or moved from the job after the last refresh, opening their name displays: “Candidate not available. Candidate has been deleted or moved from this job.” If an employee was deleted, the panel closes, and a message appears.
Exporting the details
Select Download CSV in the details view to receive the table by email. The export includes the displayed columns and sort order, and the email is named after the selected widget.
Download CSV is available only to members who can export reports. External Recruiters do not see this option. For custom reports, save the report before exporting its details.