Permissions: Job Admin or above

Product tier: Available for all subscription tiers

Greenhouse Recruiting offers a variety of tools to track and measure your hiring processes, including essential reports, report dashboards, as well as Report Builder for customized reports. You can save and email your reports, or schedule reports to be shared on a regular basis.

Sometimes you may see unexpected data on a report or have trouble accessing or sharing a saved report. A few quick troubleshooting steps can help get you back on track.

Troubleshoot unexpected data

If you're seeing unexpected data on your report, the first thing to do is check your report filters. We recommend checking all of your filters, especially if you're comparing two different reports, as your filters determine the data that appears.

The date filter and the migrated candidates filter in particular often produce unexpected data.

Click Filters and more to adjust the filters on your report.

Is your date filter correct?

The date filter can cause unexpected data. Be sure the date is set to the time period that you want to review. Many essential reports include a default date filter, such as being set to the current quarter, or the previous week automatically. Adjust the date range to match your goal.

Tip: Essential reports may use different types of date filters. Check out Which report should I use? to understand the date filter on your specific report.

Are migrated candidates included in your report?

Migrated candidates are candidates whose applications were migrated from a previous ATS. Migrated candidates aren't included in our essential reports by default because we can't vouch for the integrity of the data from your prior ATS.

If you're running a report, but you aren't seeing a candidate you expect to see, check if you need to include the migrated candidates filter by clicking Filters and more.

Troubleshoot missing data

If your report is missing data you expect to see, check your filters under Filters and more.

  • Is your report filtered to include the correct jobs?
  • Is your report filtered to the correct date?
  • Did you include migrated candidates, if necessary?
  • Is this the right report for your goal?

Tip: Check out Which report should I use? for help finding the right report.

If your filters are correct, user permissions or the permission policies set by your organization may be affecting the data you see.

User permissions

Reporting on Greenhouse Recruiting is dynamic, meaning you can only report on data that you have permission to view. If you aren't a Job Admin on a job, you won't be able to report on the job or its candidates.

Click your initials at the top-right of any page, then click Account Settings. Scroll to Job Specific Roles to see which jobs you have permission to view. Learn more about user permissions on Greenhouse Recruiting.

Does your report require a specific permission? Check the permissions required for essential reports.

Permission policies

Organization-level permission policies may be affecting your report. For instance, the Rejection reasons report benefits from the organization-level permission policy ‘Make rejection reason a required field on rejected candidates' being enabled, because if all rejected candidates have a rejection reason, you have more data to report on.

You can learn more about permission policies here, or reference the table below to find possible organization-level impacts on your reporting:

Report Permission policy Impact
Rejection reasons report Make rejection reason a required field on rejected candidates This policy requires that your hiring team choose a rejection reason when rejecting candidates. Use this permission policy to improve data integrity on your reports.
New candidates by source report When creating a candidate, make "Source" a required field This policy requires that your hiring team choose a source when manually adding a candidate. Use this permission policy to have more accurate source reports.
All jobs summary report When creating a job, make "Office" a required field This policy requires that your hiring team choose an office when creating a job. Use this permission policy to make office-level reporting more accurate.

All jobs summary report

Department summary report

When creating a job, make "Department" a required field This policy requires that your hiring team choose a department when creating a job. Use this permission policy to make department-level reporting more accurate.

Unable to view or share a report

You can email reports to colleagues, as well as schedule reports to be emailed on a regular basis.

However, emailed report URLs are only valid for 24 hours. After 24 hours, you'll receive an error message when trying to open the link.

If you are viewing a shared report within 24 hours, and you're still receiving an error message, it likely indicates that you don't have permission to view the report in Greenhouse Recruiting. You need to be Job Admin or above the view reports on jobs, and some reports have additional permission requirements. Check the permissions required on your report.

Best practices

If after troubleshooting you're still seeing unexpected data or missing data on your report, there are some best practices your organization should consider.

Accurate open dates

Inaccurate open dates can cause discrepancies in reports, particularly for the Time to fill by job report. Make sure accurate open dates are maintained at the job and opening level. Learn more.

Accurate application dates

If you add a candidate to Greenhouse Recruiting after you've already started considering them, backdate their application date. Accurate application dates on candidate touchpoints ensure your pipeline reports have integrity. Learn more.

Accurate offer dates

When hiring a candidate, double-check the opening you're hiring them against has the correct open date. Hires against inaccurate job and opening open dates can impact your Time to fill by job report.

If the candidate's offer is updated in Greenhouse Recruiting on a different day than the actual offer was accepted or rejected, you should adjust those dates to reflect reality. Accurate offer dates will improve your organization's reporting. Learn more.