Reports

What Are Reports?

Reports provide an overview of recruiting activity across Kraken Careers. They bring together job performance, candidate movement, reviewer workload, recruiting sources, hiring speed, and areas requiring attention.

HR managers can use Reports to:

• Monitor the current hiring pipeline
• Identify candidates waiting for action
• Find stages where candidates are accumulating
• Compare the performance of job postings
• Review recruiter and reviewer workloads
• Measure application sources
• Track hiring activity over time
• Export reporting data for further analysis

To open Reports, go to Careers → Reporting.

Access is limited to users with permission to view Kraken Careers reports. Administrators, Careers Admins, and Careers Managers normally receive this permission.

How Reporting Data Is Collected

Kraken Careers creates an hourly snapshot of the current recruiting data.

Each snapshot records information such as:

• Published jobs
• Active candidates
• Candidate hiring stages
• New applications
• Hires
• Time to hire
• Reviewer assignments
• Candidate sources
• Inactive candidates
• Candidates requiring attention

Reports retain a rolling six months of snapshots. As new hourly snapshots are created, snapshots older than six months are automatically removed.

The Report coverage section shows the date and time of the oldest and newest snapshots currently included.

If no reporting data exists when the Reporting page is opened, Kraken Careers generates an initial snapshot.

Understanding Current and Historical Data

Most summary cards and pipeline sections use the most recent reporting snapshot.

Some detailed tables combine records retained across the reporting period. This allows jobs, candidates, reviewers, or sources captured in an earlier snapshot to remain represented even when their current status has changed.

The Hourly History table is the historical record of how the main totals changed over time.

Times and dates are displayed using the WordPress timezone and date-format settings.

Reporting Summary Cards

The cards at the top of the page provide an at-a-glance view of important recruiting measurements.

Average Time to Hire

Shows the average time between application submission and being moved to the Hired stage.

Only candidates hired during the last 30 days are included.

If nobody has been hired during that period, the card displays No hires yet.

Published Jobs

Shows the current number of published job postings.

Draft, pending, closed, deleted, or trashed jobs are not counted as published jobs.

Average New Candidates

Shows the average number of new applications received per day over the previous 30 days.

The total number of applications received during those 30 days is divided by 30.

New Candidates

Shows the number of applications submitted during the previous 24 hours.

Hires

Shows the number of candidates moved to the Hired stage during the previous 30 days.

Inactive Candidates

Shows active candidates with no recorded activity for more than three days.

Candidates currently in the Hired or Rejected stages are not treated as inactive.

Candidates Needing Attention

Shows the number of active candidates who:

• Do not have an assigned reviewer, or
• Have had no recorded activity for more than three days

These candidates also appear in the Attention Required table.

Unassigned Candidates

Shows the number of active candidates without an assigned reviewer.

Candidates in the Hired and Rejected stages are excluded.

Interviews in Progress

Shows candidates whose current hiring-stage key contains an interview stage.

This card represents candidates currently in the interview portion of the pipeline.

Offers in Progress

Shows candidates whose current hiring stage is an offer stage.

Average First-Review Time

Shows the average time between application submission and the first activity recorded in the candidate’s history.

A dash appears when there is not enough activity information to calculate the result.

Overall Hire Rate

Shows the percentage of candidates in the current report who are presently recorded as hired.

The calculation is:

Hired candidates ÷ total candidates × 100

This is an overall pipeline measurement and is not limited to the previous 30 days.

Largest Bottleneck

Shows the non-terminal hiring stage containing the greatest number of candidates.

The Hired and Rejected stages are excluded because they represent completed outcomes rather than active pipeline work.

The stage name appears below the card title, while the card value shows the number of candidates in that stage.

Longest-Waiting Candidate

Shows the longest amount of time an active candidate has remained without a recorded update in their current stage.

Candidates in the Hired and Rejected stages are excluded.

Applications

Shows the number of applications submitted during the previous seven days.

Open Jobs Without Candidates

Shows the number of published jobs that currently have no recorded candidates.

Use this measurement to identify postings that may need additional promotion, clearer job information, or adjustments to their application requirements.

Customize Reporting Cards

Each user can choose which summary cards appear and arrange them in a preferred order.

Show or Hide Cards

1. Open Careers → Reporting.
2. Select the settings icon beside the Reporting heading.
3. Under Choose reporting cards, select the cards you want displayed.
4. Clear the checkbox beside any card you want hidden.
5. Select Save cards.

The selected layout is saved for the current WordPress user. Changing your reporting cards does not change the layout for other users.

Reorder Cards

1. Close the card settings panel.
2. Drag the visible cards into the preferred order.
3. Open the card settings panel.
4. Select Save cards.

The saved order is restored the next time you open Reports.

Attention Required

The Attention Required table identifies active candidates who may need immediate follow-up.

A candidate appears when:

• No reviewer is assigned, or
• No activity has been recorded for more than three days

When both conditions apply, the missing reviewer is shown as the primary reason.

The table includes:

• Candidate: The candidate requiring attention
• Job: The position the candidate applied for
• Reason: Why the candidate was flagged
• Waiting: Time since the candidate record was last updated

If no candidates require action, the table displays No candidate actions currently require attention.

Use this table as a daily follow-up list. Assign reviewers where needed and review candidates who have remained unchanged for several days.

Current Pipeline Bottlenecks

The Current Pipeline Bottlenecks table shows how candidates are distributed across the configured hiring stages.

The table includes every available candidate stage, including stages with no current candidates.

Candidate Stage

The current step in the hiring process.

Stage names are based on the hiring stages configured in Kraken Careers.

Candidates

The number of active candidates currently assigned to the stage.

Share of Pipeline

The percentage of all active candidates currently in that stage.

The calculation is:

Candidates in the stage ÷ all active candidates × 100

A stage containing more than 60% of the current pipeline is visually highlighted.

A high share does not automatically mean there is a problem. Consider the purpose of the stage, recent application volume, and the normal length of your hiring process.

Average Time in Stage

The average time since candidates in that stage last had their records updated.

Durations of less than 24 hours are displayed in hours. Longer durations are displayed in days and remaining hours.

An average greater than 24 hours is visually highlighted.

Inactive

The number of candidates in the stage with no recorded activity for more than three days.

Use this information to identify stages where:

• Too many candidates are accumulating
• Reviews are taking longer than expected
• Candidates are becoming inactive
• Additional reviewer capacity may be required
• A hiring-stage process may need clarification

Job Performance

The Job Performance table compares recruiting results for individual jobs.

The report can retain jobs recorded during the six-month reporting period, including jobs that are no longer published.

Job

The job posting associated with the candidates and results.

If the original job is unavailable, the report may identify it as a deleted or unknown job.

Status

The job’s recorded WordPress status, such as:

• Publish
• Draft
• Pending
• Closed
• Trash
• Deleted

Candidates

The total number of applications recorded for the job.

Interviews

The number of candidates who:

• Are currently in an interview stage, or
• Have interview activity recorded in their candidate history

This allows an interview to remain represented after the candidate moves to another stage.

Offers

The number of candidates who:

• Are currently in an offer stage, or
• Have offer activity recorded in their candidate history

Hires

The number of candidates currently recorded in the Hired stage for the job.

Rejected

The number of candidates currently recorded in the Rejected stage for the job.

Inactive

The number of active candidates for the job with no recorded activity for more than three days.

Hired and rejected candidates are excluded from this inactive count.

First Review

The average time between application submission and the first activity recorded for candidates attached to the job.

A dash appears when first-review information is unavailable.

Hire Rate

The percentage of the job’s candidates who are currently hired.

The calculation is:

Hires ÷ candidates × 100

Use Job Performance to compare openings and identify jobs that:

• Receive few or no applications
• Produce interviews but few hires
• Have unusually slow first-review times
• Have many inactive candidates
• Convert candidates successfully
• May require changes to sourcing, job content, or the review process

Compare jobs with similar roles and hiring requirements. A specialized role may naturally receive fewer applications than a general entry-level position.

Reviewer Workload

The Reviewer Workload table compares candidate assignments and review activity for each reviewer.

Reviewer

The WordPress user assigned to review the candidates.

If an assigned user has been deleted, the report may display the deleted user’s ID.

Assigned

The number of candidates currently assigned to the reviewer.

A candidate assigned to multiple reviewers is included in each assigned reviewer’s workload.

Inactive

The number of the reviewer’s assigned active candidates with no recorded activity for more than three days.

Hires

The number of the reviewer’s assigned candidates currently recorded as hired.

This is an assignment measurement. When several reviewers are assigned to the same hired candidate, that candidate can be represented for each reviewer.

Average First Review

The average time between application submission and the first recorded activity for candidates assigned to the reviewer.

Needs Attention

Displays Yes when the reviewer has one or more inactive assigned candidates. Otherwise, it displays No.

Use Reviewer Workload to:

• Balance assignments between reviewers
• Identify reviewers with stalled candidates
• Monitor response times
• Find candidates that may require reassignment
• Discuss workload before adding new assignments

The report should be used as an operational aid, not as the only measurement of employee performance. Work complexity and shared assignments can affect the totals.

Candidate Source Quality

The Candidate Source Quality table compares where candidates came from and how those candidates progressed.

Source

The campaign, referring website, or direct visit associated with the application.

Applications without a tracked source are grouped under Direct / Not tracked.

Candidates

The number of candidates attributed to the source.

Interviews

The number of candidates from the source who reached an interview stage or have interview activity in their history.

Hires

The number of candidates from the source currently recorded as hired.

Hire Rate

The percentage of candidates from the source who were hired.

The calculation is:

Hires from the source ÷ candidates from the source × 100

Use this report to compare recruiting channels. A source producing many applications may still be less valuable than a smaller source with a stronger interview or hire rate.

Consider both application volume and candidate outcomes before changing recruiting investments.

Candidate Detail

The Candidate Detail table shows the current reporting record for individual candidates.

Candidate

The candidate’s name.

Job

The job associated with the application.

Stage

The candidate’s current hiring stage.

Applied

The date the application was originally submitted.

Time in Stage

The time since the candidate record was last updated while in the current stage.

This measurement is based on the candidate record’s most recent modification. Activity that does not update the candidate record may not reset the displayed time.

Reviewer(s)

The team members currently assigned to the candidate.

A dash means no reviewer is assigned.

Source

The campaign, referring website, or direct visit associated with the application.

Use Candidate Detail to:

• Find candidates waiting in a stage
• Review assignment ownership
• Confirm application dates
• Compare source information
• Locate candidates who may require follow-up

Hourly History

The Hourly History table shows how the primary recruiting totals changed across the retained snapshots.

The newest snapshot appears first.

Snapshot

The WordPress-site date and time when the reporting snapshot was created.

Jobs

The number of published jobs at the time of the snapshot.

Candidates

The number of active published candidate applications at the time of the snapshot.

New/Day

The average number of new candidates per day during the 30 days preceding the snapshot.

Time to Hire

The average application-to-hire time for candidates hired during the 30 days preceding the snapshot.

A dash appears when no time-to-hire result is available.

Inactive

The number of active candidates with no recorded activity for more than three days at the time of the snapshot.

Use Hourly History to identify changes in application volume, open-job totals, hiring speed, and inactive-candidate levels over time.

Table Controls

Large report tables include controls for choosing how many records appear on each page.

Available page sizes range from 10 to 100 records.

Use the previous and next buttons to move between pages. The displayed record count indicates which portion of the table is currently visible.

These controls change only the on-screen table. They do not remove data from the report or limit the corresponding CSV export.

Help icons beside panel and column headings provide a short explanation of each measurement.

Export Reports to CSV

Each main reporting dataset can be exported as a CSV file.

Available exports include:

• Attention Required
• Pipeline Bottlenecks
• Job Performance
• Reviewer Workload
• Candidate Source Quality
• Candidate Details
• Hourly History

To export a report:

1. Go to Careers → Reporting.
2. Find the export controls beside the Report coverage information.
3. Select the report you want to export.
4. Select Export CSV.
5. Save or open the downloaded file.

The export includes the reporting coverage currently available, up to the rolling six-month limit.

CSV files can be opened in spreadsheet applications for filtering, sorting, charting, sharing, or additional analysis.

Exported dates use the WordPress site timezone. Some duration fields are exported as hours so they can be sorted and calculated more easily.

Users must have permission to view Reports before they can export reporting data.

Export Contents

Attention Required Export

Includes:

• Candidate ID
• Candidate
• Job
• Reason
• Waiting in hours

Pipeline Bottlenecks Export

Includes:

• Stage key
• Stage name
• Candidates
• Share of pipeline
• Average time in stage
• Inactive candidates

Job Performance Export

Includes:

• Job ID
• Job
• Status
• Candidates
• Interviews
• Offers
• Hires
• Rejected candidates
• Inactive candidates
• Average first-review time
• Hire rate

Reviewer Workload Export

Includes:

• Reviewer ID
• Reviewer
• Assigned candidates
• Inactive candidates
• Hires
• Average first-review time
• Needs-attention status

Candidate Source Quality Export

Includes:

• Source
• Candidates
• Interviews
• Hires
• Hire rate

Candidate Details Export

Includes:

• Candidate ID
• Candidate
• Job ID
• Job
• Stage key
• Stage name
• Application date
• Last activity date
• Hours in process
• Hours in stage
• First-review time
• Reviewers
• Source

Hourly History Export

Includes:

• Snapshot date and time
• Published jobs
• Active candidates
• New candidates during the previous 24 hours
• Average candidates per day
• Hires during the previous 30 days
• Average time to hire
• Inactive candidates

Using Reports in an HR Workflow

A practical reporting review can be completed in the following order:

1. Review Candidates Needing Attention and Unassigned Candidates.
2. Use Attention Required to assign ownership and follow up on inactive records.
3. Review Current Pipeline Bottlenecks for stages with high candidate counts or long waiting times.
4. Compare assignments and response times under Reviewer Workload.
5. Review Job Performance for slow, inactive, or low-converting openings.
6. Use Candidate Source Quality to compare recruiting channels.
7. Review Hourly History for broader changes in workload and hiring activity.
8. Export the appropriate CSV when further analysis or sharing is required.

Reports reflect the information recorded in Kraken Careers. Accurate stages, reviewer assignments, candidate activity, hiring outcomes, and source tracking will produce more useful results.