Create a custom report using Report Builder

Permissions: Job Admin and above

Product tier: Available for Advanced and Expert subscription tiers

Tip 💡: For a more basic view of reports that require fewer permissions, check out report dashboards.

Tailored reports to help you refine every step of the hiring process

Report Builder gives your organization the flexibility to customize reports so you can easily find data relevant to your goal. Building a report is intuitive – add and organize your data with a few simple clicks.
You can live-preview the report as you're building it to see if you get the results and data you really need.

Create a custom report

To create a custom report using Report Builder, click Reports at the top of your navigation bar.

Screenshot of Reports button

Click Build Report.

Screenshot of the Build Report button

Select report template

Choose a report template type to begin. Report Builder offers two approaches to creating a report:

Build your own report

Building 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

Building a report from a 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.

Screenshot of the choose report type box

Example: If you'd like to report on how many jobs were opened in 2022, 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.

Screenshot of the customize button

You'll 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.

Next, add or remove columns using the Settings on the left. Depending on the template you selected, you might see different options to adjust the report's columns.

Screenshot of the customize panel

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

Screenshot of the add column dropdown menu

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

Screenshot of X button

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.

Screenshot of grid icon

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

Screenshot of reset button

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. However, the Group by feature doesn't work if your report is exported / downloaded.

Screenshot of the group by dropdown

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

Screenshot of the live preview display

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.

Screenshot of the filter button

To add a new filter, click + Add Filter.

Screenshot of the add filter button

For each filter you apply to a custom report, you'll 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 X icon inline with the filter.

Screenshot of X button

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

Screenshot of reset button

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

Run and edit report

When you're finished editing the filters, columns and metrics, click Run Report at the bottom 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.

Screenshot of the edit report button

To export the report data, click the Export to Excel download button. 

Screenshot of the export to excel button

An .xlsx file containing the report data will be saved to your computer.

Note: The Group by feature doesn't work if your report is exported to Excel or Google Sheets. You'll need to recreate your grouping in the external app you use.

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.

Share a report

To quickly share data with other members of your organization, you can email your created custom report to your colleagues. 

To share a report, navigate to your saved custom report by clicking Reports on your navigation bar.

Select Saved on the left. Open your report and click Share.


Select the recipient, email subject, and email body in the pop-up window.

When finished, click Send Email.

Screenshot of email report filters

Your recipients will receive an email with the report. To learn what recipients see when they receive your emailed report, click here