Create a custom report using Report Builder

Permissions: Job Admin and above

Product tier: Available for Advanced and Expert subscription tiers

Report Builder gives your organization the flexibility to customize reports so you can find and evaluate your data on Greenhouse Recruiting more easily.

Use Report Builder to answer more nuanced or complex reporting questions and better understand your hiring process.

In this article:

Create a custom report

To create a custom report using Report Builder, click the Ellipsis icon Icon_-_Ellipsis.png on your navigation bar, and select Reports from the dropdown menu.


From the Reports Overview page, click Build Report.


Select report template

On the subsequent page, choose a report template type.


Report Builder offers two approaches to create a report:

Build your own report

Build your own report allows you to create a report nearly from scratch. Select the category you wish to report on (such as Candidates, Jobs, or Departments), and Greenhouse Recruiting will provide a few relevant metrics to help get you started. From there, edit the report's metrics and apply filters to create just the view you need.

Build report from template

Build report from template allows you to select one of Greenhouse Recruiting's essential reports as a starting point, and then edit the report's metrics to apply filters as needed.

Click here to learn more about the templates available in Report Builder.

When choosing a starting point, consider what specific question you aim to answer with the data from your report, and then use this to guide your template selection.

You can click into individual categories on the left to view the available templates, or search by keyword using the Search field.


Example: If you would like to report on how many jobs were opened in 2020, navigate to the Jobs category and select the Job Summary report.

Click the report you wish to use as your starting point, and then click Customize Template.


You will be directed to the Custom report preview page, where you can adjust the report's default metrics and apply filters.

Customize report metrics

Note: The options outlined in this section may not be available on all custom reports.

From the Custom report preview page, navigate to the Columns settings on the left to edit the report's metrics. Depending on the template you selected, you might see options to adjust the report's columns, metrics, chart type, timeframe, or other configurations.


To add a metric, click the Add Column dropdown and select from the list of available options.


To remove a metric, click the icon to the right of the option.


To rearrange the order of the columns on the report, click the Grid icon to the left of the metric, and then drag and drop to the preferred location.


To clear all updates and return the report to its original settings, click Reset at the top of the panel.


To group rows by a specified characteristic (for instance, to group candidates by their assigned recruiter), click the Group by dropdown at the top-right and select from the available options.

Note: The Group by list includes any single select, yes/no, or user field type available in the report.


The Group by feature does not work if your report is exported to Excel.


As you make changes to the Columns or Settings, the live preview of your report updates on the right side of the page.


Note: The live preview shows a maximum of five records. To see the full results, click Run Report.

Apply report filters

To add or edit report filters, click the Filters button above the live preview.


To create a new filter, click + Add Filter.


For each filter you apply to a custom report, you will select the following:

  • Property: The field or metric by which you want to filter the report data
  • Operator: The relationship between the property and the value
  • Value: The criteria applied to the property

Click the Property dropdown to select the specific metric or data field to use as a filtering point. Next, click the Operator and Value drop-downs to specify the data you wish to see in your report, based on the Property selection.


Report Builder allows you to apply and layer multiple filters. For additional filters, click + Add Filter again and repeat the steps above.


To remove a default or custom filter, click the icon inline with the filter.


To clear all manually applied filters and return the report to its original settings, click Reset at the top of the panel.


To learn more about configuring filters in Report Builder, click here.

Run and edit report

When you are finished editing the filters and metrics, click Run Report at the bottom-right to generate your custom report.


To adjust filters or metrics after running your report, click the Edit Report button at the top right of the Custom Report page. You will be returned to the Custom Report Preview page where you can make changes.


To export the report information, click the Export to Excel button. An .xlsx file containing the report data will be saved to your computer's Downloads folder.

Note: The Group by feature does not work if your report is exported to Excel.


Click here to learn how to save a custom report so you can review it later, or schedule it to be sent to yourself and/or teammates at a recurring cadence.

Additional resources