Executive Summary
PyjamaHR offers a suite of powerful reporting and analytics tools to help you track, measure, and optimize your recruitment process. This article provides a comprehensive guide to the data definitions, calculation methodologies, and best practices for interpreting and extracting actionable insights from PyjamaHR’s standard and custom reports. Whether you’re a recruiter, hiring manager, or operations leader, understanding these metrics ensures you can make data-driven decisions and avoid common pitfalls.
Detailed Overview
What Are Data Definitions and Calculation Methodologies in PyjamaHR?
Data definitions refer to the precise meaning of each field, metric, or status you see in PyjamaHR reports (e.g., “Candidates in Screening,” “Average Time in Stage,” “Resume Match Score”).
Calculation methodologies explain how these numbers are derived—what data is included, what is excluded, and how time intervals or statuses are computed.
Why is this important?
- Ensures consistent interpretation across your team
- Enables accurate performance tracking and benchmarking
- Helps diagnose discrepancies or unexpected results in your reports
When and Why to Use This Guide
Daily/Weekly/Monthly Reporting: Track pipeline movement, recruiter productivity, and hiring velocity.
Custom Reporting: Build tailored reports for management or clients.
Process Optimization: Identify bottlenecks or inefficiencies in your hiring funnel.
Audit & Compliance: Understand how data is sourced and calculated for accurate record-keeping.
Integration with Other PyjamaHR Features
Pipeline Management: Reports pull directly from your job pipelines and candidate statuses.
AI Recruiter & Resume Match: Automated scoring and recommendations feed into reporting metrics.
Custom Fields & Application Forms: Data collected here can be included in exports and custom reports.
Step-by-Step Guide: Accessing and Interpreting PyjamaHR Data
1. Accessing Standard Reports
Navigate to the Reports Tab:
- Go to the main dashboard and click on “Reports.”
- [Screenshot: Reports tab location]Choose Your Report Type:
- Current Pipeline Report: Shows candidate movement and status per job.
- Pipeline Analysis Report: Tracks candidates in each stage, average time in stage, and transitions.
- Productivity Report: Measures recruiter activity (interviews scheduled, feedback submitted, etc.).
- All Jobs Report: Consolidated view of candidate status across all jobs (requires consistent pipeline stages).Apply Filters:
- Filter by job, date range, recruiter, or candidate status.
- [Screenshot: Filter options]Export Data:
- Use the “Download” button for CSV or PDF exports (job-wise; Talent Pool exports not supported).
- For application form responses, use “Compare Candidate” > “Download.”
2. Understanding Key Data Fields and Calculations
Field/Metric | Definition & Calculation Methodology |
Candidates in Stage | Count of candidates currently in a specific pipeline stage (e.g., Screening, Interview). |
Moved to Stage (per day) | Number of candidates transitioned into a stage during the selected time interval. |
Average Time in Stage | Average duration (in days/hours) candidates spend in a stage before moving forward or being rejected. |
Resume Match Score | AI-generated percentage based on alignment between candidate resume and job requirements. |
Job Fitment Score | (AI Recruiter) Composite score from AI interview, resume match, and communication assessment. |
Interviews Scheduled | Count of interviews scheduled via PyjamaHR calendar integration. |
Feedback Submitted | Number of feedback forms submitted by interviewers for candidates. |
Submissions to Client | Candidates moved to a custom “Submitted” stage (user-defined in workflow). |
Source | Origin of candidate application (e.g., LinkedIn, career page, manual import). |
Custom Fields | User-defined fields (e.g., candidate rates, location) included in exports if configured. |
3. Custom Reports and Data Exports
Custom Reports:
PyjamaHR supports custom reporting via requests to support; specify required metrics and filters.
Note: All Jobs Report requires identical pipeline stages across jobs for consolidation.
Exporting Application Form Data:
Use “Compare Candidate” within a job to export all responses as CSV.
For API access, currently only CSV exports are supported (no direct API for form data).
Tracking Candidate Movement:
Use the candidate profile “Timeline” to see exact dates of stage transitions.
[Screenshot: Candidate timeline]
Advanced Usage & Best Practices
Power User Tips
Consistent Pipeline Stages:
For consolidated reporting (e.g., All Jobs Report), ensure all jobs use the same pipeline structure.
Custom Fields:
Add custom fields to jobs or candidates for richer reporting (e.g., client rates, locations).
Compare Candidate View:
Save and reuse filtered views for recurring exports.
Filtering:
Use filters for resume match score, application answers, and custom fields to quickly shortlist candidates.
Optimization Strategies
Daily Monitoring:
Use Pipeline Analysis to monitor daily movement and identify bottlenecks.
Recruiter Productivity:
Leverage Productivity Report to track recruiter/interviewer activity and optimize resource allocation.
Feedback Loops:
Regularly review average time in stage to spot delays and improve process flow.
Do’s and Don’ts
Do:
- Make screening questions mandatory for consistent data.
- Use custom workflow stages (e.g., “Submitted to Client”) for client-specific reporting.
- Regularly export and archive reports for compliance.
Don’t:
- Don’t expect Talent Pool data to be exportable (job-wise exports only).
- Don’t change pipeline stages mid-hiring if you need consolidated reporting.
- Don’t rely on PyjamaHR to track actual interview durations (only scheduled slots are recorded).
Troubleshooting & Common Issues
Common Issues and Solutions
Issue/Scenario | Solution |
Report shows zero or missing data | Check if pipeline stages are consistent; verify filters; contact support if issue persists. |
Cannot export all jobs in one report | Ensure all jobs have identical pipeline stages; otherwise, export job-wise. |
Application form questions not filterable | Only Yes/No, Multiple Choice, or Numeric questions are filterable; make questions mandatory. |
Single Choice questions not appearing in filters | Known limitation; request update from support or adjust question type. |
Talent Pool data export not available | Only job-specific data can be exported; consider moving candidates to jobs for export. |
Custom SMTP integration issues | Ensure correct “From Email” and SMTP username; contact support for advanced configuration. |
Delayed or missing report emails | Check spam folder; verify [email protected] is whitelisted; contact support if unresolved. |
Inaccurate recruiter productivity numbers | Ensure correct user access type (Recruiter vs. Interviewer); check job assignment. |
API returns null for department/industry | These fields are optional; ensure they are filled during job creation if needed. |
What If Scenarios
What if I need to see candidate movement by day?
Use Pipeline Analysis Report and filter by date range.What if I want to see all candidates submitted to a client?
Create a custom “Submitted” stage in your workflow and filter/export candidates in that stage.What if I want to track which recruiter added a candidate?
View the candidate’s timeline for source and recruiter attribution.
Comprehensive FAQ
1. How is the “Resume Match Score” calculated?
It’s an AI-generated percentage based on the alignment between the candidate’s resume and the job description, focusing on required skills and experience.
2. Can I export all candidate data, including resumes, in one file?
You can export candidate data (excluding resumes) via “Compare Candidate” > “Download” for each job. Resume files are not included in the CSV export.
3. Why can’t I export Talent Pool data?
Currently, only job-specific candidate data can be exported. Talent Pool exports are not supported.
4. How do I track when a candidate was moved to a specific stage?
Check the candidate’s profile timeline for a detailed history of stage transitions.
5. Why are some application form questions not available in filters?
Only Yes/No, Multiple Choice, or Numeric questions are filterable. Single Choice and open text questions are not currently supported in filters.
6. How do I get a consolidated report for all jobs?
Ensure all jobs use the same pipeline stages. Otherwise, export job-wise and combine manually.
7. Can I automate candidate movement based on scores or answers?
No, candidate movement between stages is manual. AI Recruiter provides recommendations but does not automate transitions.
8. How do I see recruiter productivity?
Use the Productivity Report to view interviews scheduled, feedback submitted, and candidate movements by recruiter.
9. Why is my report showing zero or incorrect numbers?
Check your filters, pipeline consistency, and user access types. If the issue persists, contact support.
10. Can I save filter configurations for recurring use?
Currently, filters must be applied manually each time. Saved filters are a requested feature under consideration.
11. How do I include custom fields in reports?
Add custom fields during job or candidate creation. These will appear in exports if configured.
12. Why is department/industry showing as null in API exports?
These fields are optional. Ensure they are filled during job creation if required for reporting.
Related Features & Next Steps
Compare Candidate View: For exporting detailed candidate data and application responses.
Pipeline Management: For customizing workflow stages and tracking candidate movement.
AI Recruiter: For advanced screening and scoring (note: does not automate stage movement).
User Access Management: For assigning recruiter/interviewer roles and tracking productivity.
Custom Fields: For richer data capture and reporting.
Recommended Next Steps:
- Review your pipeline stages for consistency.
- Make screening questions mandatory and use filterable types.
- Set up custom fields as needed for your reporting requirements.
- Regularly export and archive reports for compliance and analysis.
- Contact support for custom report requests or advanced troubleshooting.
Related Help Articles:
- Comparison View: How to Export Candidate Data
- Understanding Access Types
Still have questions?
Contact PyjamaHR Support with your specific reporting needs or issues. Provide screenshots, job IDs, and a detailed description for faster resolution.
Pro Tip:
For the most accurate and actionable reporting, standardize your hiring pipelines, make use of custom fields, and regularly review your workflow for optimization opportunities. This ensures your data definitions and calculations remain consistent and meaningful as your hiring needs evolve.