Analytics

The Analytics page shows the MIS numbers for one period at a time. Every number on it follows the same period and the same filters, so the figures always agree with each other.

Open the page

Select Analytics in the sidebar. Only admins see it.

The numbers are grouped into sections: Vacancies, Funnel and pipeline, Clients, Candidates, Assessments, Telephony, Recruiters, Client usage and Quality. Choose a section to see its numbers.

In each section:

• Right now counts things at this moment, such as open positions. These ignore the period.
• In the period counts what happened during the period, with the change against the previous period.

Choose the period

The bar at the top shows the period, its dates, and what it is compared with: the same number of days immediately before it. For example, "This month" on 6 October covers 1 to 6 October and is compared with 25 to 30 September.

Select Change to pick:

• the last 7, 30 or 90 days;
• this month or last month;
• your own dates, then Use these dates.

The default is the last 90 days.

Filter the numbers

Each filter is a chip that reads All until you choose something:

Choose All inside a chip to clear it, or Clear filters to clear every chip and keep the period.

"Recruiter" means the person each number gives credit to. For calls, that is whoever made the call. For applications, it is the lead's owner: at the time of each change for numbers about changes, and now for numbers about this moment.

A dash means "doesn't apply"

Some numbers cannot follow some filters. Calls, for example, are made to a candidate, not to a vacancy. When that happens, the number shows a dash and names the filter, for example "Doesn't apply to the Category filter". It never shows a number that quietly ignores your filter.

See the records behind a number

Every number on a card, and every part of it (for example "Stalled 4"), is a link. Select it to open the list of records it counts. The list's total is the number you selected.

On a list page:

• Analytics at the top goes back to the page you came from, with the same filters.
• The period and filters are the ones you had. Changing them here changes only this list.
• A number made of parts opens with a tab for each part, and All first.
• Search by name searches the whole list, not just the page. The count then reads, for example, "3 of 61 records match".
• Columns chooses which columns you see. Your choice is remembered on this computer.
• Export to Excel downloads every record in the list (with your search, if any), not just the page on screen.
• Select a row's name to open its record. An application or a call opens its candidate.

Lists of times, such as time to fill, time in a stage, vacancy ageing and talk time, show every record with its days or seconds, longest first. The median record is marked, and the list says which page it is on. While you search, the median is not marked, because it belongs to the whole list.

Save a view

To keep a period and set of filters you use often, open Views at the right of the filters and choose Save current view…. Name it, for example "My accounts this month", and select Save view.

To use it again, open Views and choose it. The period and every filter change to the saved ones. While they match a saved view, the menu shows that view's name.

• A view saved with a period such as This month or Last 30 days always means the current one, so it moves on with the calendar. A view saved with your own dates keeps those dates.
• Views are yours alone. Each name can be used once, and you can keep up to 20 views.
• You cannot rename or delete a view yet.

Share or come back to a view

The period, the filters and the section are part of the page address. A refresh keeps them, and a link you copy opens the same view for anyone else with access.

Executive overview

Signing in as an admin opens Analytics → Executive overview: are we filling positions, and where is delivery at risk?

• Right now:
  • Open positions, split into on track, stalled and past target.
  • Supply cover: active candidates per open position, overall and for each category against a target of 3 per position. A category below 3 is red with ⚠; select it to see its active candidates.
• The period: Fill rate, Speed (time to submit and to fill), Calling (connect rate and screens per recruiter per day), the Hiring funnel from Matched to Joined, and 90-day retention.
• Below:
  • Demand flow (positions opened and closed);
  • Fill rate by client: the ten clients with the most open positions; under 25% is red;
  • Vacancies at risk: past target or stalled.

Client delivery: our delivery, or the client's process?

Analytics → Client delivery (also in a line manager's sidebar) has a scorecard with one row per client.

• Columns: open positions (as of today), fill rate, time to submit, time to fill, submission → interview, and the client's response time.
• Red with ⚠ and a word marks what needs attention: fill rate under 25%, response over 5 days, or submission → interview under 20%. With fewer than 3 submissions that rate shows a dash and the reason.
• Every number opens its records for that client. A client's name opens Vacancies & pipeline filtered to it.
• Below the scorecard:
  • Problem accounts: submission → interview against fill rate. A client with a low fill rate and a slow response or few interviews is red and named.
  • Why clients reject: each client's rejections by reason, salary mismatch highlighted.
  • The speed trend; demand by client by vacancy age; and concentration.
• Filters: Account manager and Industry narrow the clients on this page and in saved views.

Candidates & assessments: where is supply short?

Analytics → Candidates & assessments (also in a line manager's sidebar, for their team's candidates) answers two questions: where we are short of candidates, and whether our tests pick the right ones. Supply counts candidates active in the last 90 days, against open positions, by top-level category. A category or city is short below 3 active candidates per open position.

• Right now:
  • Pool health: the whole pool, with three bars: active in 90 days, profile complete, and reached by phone in 90 days.
  • The untouched pool.
  • Supply against demand: each category's cover against the line at 3, with short categories in red.
  • Supply cover by category and city: categories down, the cities with the most open positions across. Each cell is active candidates per open position, red with ⚠ below 3, and opens those candidates. A blank cell has no open positions there.
• In the period:
  • Pool growth by source: new candidates by where they came from, and below the page, how many of them reached Submitted.
  • The online test funnel: invited, started, completed, passed.
  • The score spread.
  • Interview to offer for candidates who passed and for those who did not, side by side.
  • Drop-off by question: the test questions most often left unanswered.
• Where we do not have the data yet, a panel says Waiting for data rather than showing 0.

Product usage: who uses the product?

Analytics → Product usage (admins only) shows how the product is used, from our own usage records:

• Weekly active users: on average, how many people viewed at least one page each week of the period (weeks run Monday to Sunday, India time), split by role. The list shows each person and how many of the weeks they were active. Below, active users over the period, day by day or week by week.
• Clients using the portal: client users with a page view in the last 7 days, and the share of their vacancies' moves that clients made in the portal.
• New candidates who apply: candidates who signed up themselves in the period, and how far each got: signed up, verified their email, completed their profile, applied. Where new candidates stop shows how many stopped at each step.
• Most opened numbers: which numbers' lists people open most.
• Most used views: which views people open on the Candidates, Applications, Vacancies and Calls lists. Built-in views such as Never called are listed by name; people's own and shared views are counted together as Saved views, without their names.
• Public site: visits to the public website, from a random visitor id kept in the browser (no names, email addresses or phone numbers are recorded).
  • Site visitors, and what they did: visitors in the period, how many started an application, signed up as a candidate, and sent an enquiry. The list shows each visitor's first visit, landing page and source.
  • Visitors from campaigns and other sites: visitors who came from a campaign link (?utm_source=) or another website.
  • Visits per page: views and visitors for each public page, and for visitors who landed there, how many signed up or sent an enquiry.
  • Results per source: for each campaign source, referring website or direct, its visitors, sign-ups and enquiries. A visitor counts for the first source they came from.
  • Results per campaign: for each campaign, the visitors to its campaign page, the candidates who signed up through it (and that as a share of the visitors), and how many of those candidates have applied for a job. A sign-up counts for the period it happened in. A campaign that came only from a link's utm_campaign or utm_source, with no campaign page, shows its sign-ups with a dash for visitors.
  • Visits are kept for 13 months.
• A panel with nothing recorded says Waiting for data.

Campaign pages and their QR codes

Each marketing campaign can have its own page at workrize.in/go/ followed by the campaign's name, for example /go/college-drive. The page has one button, Create your free profile, the open jobs that suit the campaign, what Workrize never does, and a few questions and answers. Search engines are asked not to list campaign pages; they are for the people you send the link to.

• Who counts. Everyone who opens the page is counted under Results per campaign, and anyone who signs up from its button is recorded with the campaign as their source.
• The QR code. Add /qr to the page's address, for example /go/college-drive/qr, to see the campaign's QR code for a poster or a slide; /qr?download=1 saves it as a file. Scanning it opens the campaign page, and those visits show as source qr.
• A new campaign. Ask the team that runs the website to add one. Each campaign is a short entry of text, so it needs no new design.

Recruiter productivity: who needs help?

Analytics → Recruiter productivity has a scorecard with every recruiter, including the counts, rates, Stale now and Callbacks overdue now. Each recruiter's red flags compare them with their own team: below its 25th percentile, only when 4 or more of the team logged in during the period, and never in their first 2 weeks. The switch at the top moves the page to client-side recruiters. Targets, Busy or productive, Workload now and Ramp-up sit below. Line managers see the same page for their team.

Calling: does calling reach people?

Analytics → Calling shows whether calling reaches people and turns into screens. It is for admins and line managers; a line manager sees their own team's calls. The cost and usage report stays under Telephony in the sidebar.

• Callbacks due, right now: Overdue (past their time) and Due today (until midnight, India time). The period does not change them.
• Calling funnel: Dials → Connected (a person answered) → Screened (within 7 days of a connected call). Beside it, Right person answered is the share of dials the candidate themselves picked up.
• Average handle time: talk time plus wrap-up, for answered calls with a logged outcome.
• Occupancy: of the time recruiters were Working, on a call or in wrap-up, the share spent on calls and wrap-up. Break and Offline are left out. Select it to see each recruiter's occupancy and hours. A recruiter who also logged calls by hand is marked estimate, because those calls are not timed. It reads "Waiting for data" until two weeks of working states have been recorded.
• Working over an hour with no call: how many times recruiters stayed Working for more than an hour without a call. Select it to see who.
• Volume and Reach: dials, and the connect rate, through the period.
• Best time to call: the connect rate for each hour of each weekday, India time. A cell needs 20 dials to show a rate; with fewer it shows its dials in grey. Select a cell to see its dials.
• Number health: every caller number with its connect rate. A number below the overall rate is marked in red with ⚠.
• Call outcomes by recruiter: each recruiter's dials, and what share connected, reached the wrong person, hit a bad number or was not reached.
• Call filters on this page: call outcome, caller number, hour, weekday, and first attempt or follow-up. A first attempt is the lead's first-ever call. A number that cannot use a filter shows a dash.

Daily emails

Reports go out by email at 08:00 (India time), Monday to Saturday. They go only to staff, never to a client.

• Daily activity, to line managers and recruiters, covers the previous working day (Monday's covers Saturday). It has the same numbers as Recruiter productivity for that day, with an Excel file.
• Open vacancies, to every account manager (set on each client), lists every open vacancy, their own clients first. Each vacancy shows its health (past target, stalled, on track or paused), days open, target date, open positions and candidates at each stage. Past target and stalled vacancies are listed first under Needs attention. The numbers are the same as Vacancies & pipeline at 08:00, and the email comes with an Excel file whose first row states the time.

Weekly emails go on Monday at 08:00 (India time), about the week before (Monday to Sunday):

• Recruiter scorecard: each line manager gets their team's; the operations head gets every team's. It has the same numbers as Recruiter productivity for that week, with those below their team's usual range first.
• Telephony health, to the operations head and the telephony admin: dials, connect rate, attempts per connect and handle time. Caller numbers below the overall connect rate are listed first, then every number, then each recruiter's call outcomes.
• Client pipeline, to each account manager: for each of their clients, the candidates waiting on the client (over and under 5 days), the funnel from Shared to Joined, client rejections and time to submit. Clients with candidates waiting over 5 days come first.

The monthly management MIS goes to admins on the first working day of each month at 08:00 (the 1st, or the 2nd when the 1st is a Sunday), about the month before compared with the month before that. It holds the fill rate (all vacancies and qualified ones), time to fill and active clients, plus open positions and supply cover as of that morning. Under Needs attention come the positions past target or stalled and the categories below 3 active candidates per open position.

The category supply report goes to the sourcing leads on the same day as the monthly MIS, about the same month. It has:

• the pool, how many were added and the untouched pool;
• supply cover, with the categories and cities below 3 active candidates per open position listed first;
• the assessment pass rate, and interview-to-offer for candidates who passed and for those who did not;
• how many of the month's new candidates reached Submitted, by where they came from.

The numbers are the Candidates & assessments page's.

A day with nothing to report still sends, and says nothing needs action. A report is never sent twice for the same period.

Every scheduled report starts switched off. Under Analytics → Report recipients, Scheduled reports lists each report with when it goes and to whom.

• While a report is off it sends nothing. Each run only counts who would have received it, and the card shows that number.
• Press Switch on when you are ready, and Switch off to stop it again.
• A report never shows a number that could not be calculated: if one fails, that email is not sent that day.

Report recipients (Analytics → Report recipients) keeps the named lists that some reports go to:

• the operations head, who gets the weekly recruiter scorecard for every team and the weekly telephony health report;
• the telephony admin, who gets the weekly telephony health report;
• the sourcing leads, who get the monthly category supply report.

Add a person with the picker, or remove them; the change applies from the next send. Only Workrize staff can be added. A person who is later deactivated stops receiving reports. Line managers, recruiters and account managers get their own reports without being listed.

Alerts

An alert tells the person who can act, in the app and by email, the moment something needs action. It tells them once, and lists it again in their daily email each morning until the condition clears. If the condition clears and comes back, they are told again.

Analytics → Alerts lists each alert with what it watches and who it goes to. Every alert starts in dry run: it tells nobody, and only records when it would have fired. Each row shows how many times that happened in the last 7 days, so you can choose its number from what really happens.

• Type the number and Save. Then Sign off and go live. Sign-off is only possible once every number the alert needs is saved.
• Changing the number of a live alert puts it back in dry run until someone signs it off again.
• Return to dry run stops a live alert. The open ones leave the daily emails.

Alerts are checked every 15 minutes, Monday to Saturday.

The alerts so far:

• Vacancy past its target date: an open vacancy's target date has passed. It goes to the client's account manager and every admin. A vacancy is past target exactly when Vacancies & pipeline shows it past target. A target of today is not yet past.
• Vacancy with no submission: a vacancy has been open N days and no candidate has ever reached Submitted. It goes to the line manager of each recruiter assigned to it, and every admin. Paused vacancies are left out.
• Candidate waiting on the client: a candidate has waited on the client for more than N days. These are the same candidates as the client portal's "waiting on you". It goes to the client's account manager. The client's admins see it in the portal only.
• Supply cover low: a category with open positions has fewer than N active candidates per open position, as on Candidates & assessments. It goes to the sourcing leads (Analytics → Report recipients).
• Callback overdue: a scheduled callback is more than N minutes past its time and not done. It goes to the recruiter. If it is still not done 24 hours after its time, it also goes to their line manager. This is the only alert that escalates. Calling the candidate, or marking the callback done, clears it.
• Caller number connect rate low: over the last 7 days, a caller number connected fewer than N% of its dials, out of at least the minimum number of dials. It goes to the telephony admin list. A number with fewer dials is not judged.
• Recruiter idle by midday: from 12:00 (India time), a recruiter who has used the app today but has made no call and moved no candidate. It goes to their line manager, and clears when they act.

While an alert is in dry run, it uses the product's own number until you set one: 14 days, 5 days, 3 per position, 0 minutes, and the number-retirement rule (15% of at least 30 dials). So the 7-day count is there from the first day.

A client is never emailed: the client's admins see their alerts in the portal only.

Set recruiter targets

Analytics → Targets sets each recruiter's monthly targets (screens, submissions, joiners), for anyone. Line managers set their own team's; an admin sets a line manager's.

• Leave a box empty for "No target". A month that has ended is read-only.
• Progress shows each recruiter's work so far against their targets, for this month unless you change the period. Targets are prorated by calendar days, and a recruiter with no target reads No target, never 0%.
• Every change is in the Activity log, with who set it and for whom.

Targets help plan the work; they are not used for incentives.