Advanced Reports in Recruiterflow are a powerful tool for visualizing and analyzing your recruitment and sales data. To maximize their utility, you can share these reports with your team or manage who has access to them.
This article will guide you through the steps to share your reports and control access permissions effectively.
Why Share Advanced Reports?
Sharing Advanced Reports ensures:
Collaboration: Your team can collaborate on data-driven strategies.
Transparency: Everyone involved has visibility into the metrics and insights.
Efficiency: Key stakeholders access the information they need without delays.
How to Share an Advanced Report
Head to the Recruiterflow BI tab by navigating through the side menu as seen in the image.
Under My Reports, you will find all the reports created by you OR where you are the owner. Hover around the Options icon adjacent to an advanced report and click on the Manage Access option as shown in the image.
A new window opens up showing you all the people who have access to the report. This will be empty if you have not shared the report with anybody yet.
Now, click on the Invite box and select all the members you want to share the report with. In the same box, click on the Access drop-down and select what access you want to provide them.
There are three access options for a report:
1. Owner: Becomes the owner of the report with view, edit, and managing access permissions.
2. View: Can only view the report but cannot make any changes
3. Edit: Can view and make changes to the report but not manage access.
Based on the above information, assign access to the selected members and click on 'Save.'
Note: There can be only one owner to an advanced report. If you provide Owner access to a user, you will lose the same for yourself.
How to Manage Access to Advanced Reports
If you need to update access settings, follow these steps:
Head to the same Recruiterflow BI tab, click on the options icon, and select the Manage Access option.
You will see the Access window open up. You can now click on the Access dropdown adjacent to every name and change the access they have.
Apart from the 3 access permissions shared above, you will also see a 'Revoke' action that takes away the report access from that particular user.
Once you are done with the changes, simply click on 'Save.'
Job-Level Data Visibility in Advanced Job Reports
The Owner/View/Edit permissions above control access to the report itself — who can open it, edit it, or manage who else can. Advanced Job Reports add a second, separate layer on top: what data a viewer sees inside the report, based on their own job permissions in Recruiterflow.
If a user doesn't have access to a job, that job won't show up as a row for them — even if the report itself is shared with them.
If a Group By is applied and none of the jobs in a group are ones the user has access to, that group row won't appear for them either.
Even on a job the user can see, candidate counts, stage movements, and revenue are limited to what they personally have permission to view. Time & Velocity, Hiring, and Job State metrics (like Days Open or Current Status) are the same for every viewer, regardless of job-level permissions.
When a metric is limited this way, the report shows "Metrics may be restricted due to user permissioning" instead of a blank cell or a zero — so it's clear the number reflects a permission limit, not an empty result.
Note: This means two people looking at the same shared Job Report can see different numbers for the same job or group, depending on their own access. This is expected behavior, not a bug — if a number looks wrong, check what job-level access the viewer actually has before assuming there's a reporting error.
If you have questions or need assistance, feel free to reach out to our support team!