If you manage a recruiting team, you already know: the standard dashboards in most CRMs barely scratch the surface. You want to know who’s actually moving the needle, where deals are stalling, and how to coach your people. If you’re using Loxoapp, you’ve got a decent toolset—but it’s not always obvious how to wrangle it into showing you what matters.
This guide is for operations leads, managers, and anyone tired of clicking through a dozen screens just to answer, “How’s my team actually doing?” Let’s cut the fluff and get you building custom Loxoapp reports that mean something.
Why Custom Reports? (And When to Skip Them)
Before you dive in, ask yourself: Do I really need a custom report, or am I just trying to make up for unclear processes? Loxoapp’s out-of-the-box reports are fine for basic stats, but if you’re:
- Tracking recruiter productivity (calls, emails, submissions)
- Comparing placements or pipeline health across teams
- Spotting bottlenecks in your hiring funnel
- Answering “why’s this taking so long?” for execs
… it’s worth the effort. If you just want a vanity metric or to look busy for your boss, skip it. You’ll only create more noise.
Step 1: Get Clear on What You Want to Measure
Don’t start clicking around yet. Custom reports only work if you know what question you’re trying to answer.
A few examples: - Who on my team is closing the most placements this quarter? - Which clients have the slowest interview-to-offer times? - How many candidates are dropping out at the offer stage, and why?
Pro tip: Write the question at the top of a doc before you build anything. If you can’t phrase it simply, nobody will use the report.
Step 2: Audit Your Loxoapp Data
Building a custom report on bad data is a waste of time. Check these before you start:
- Are your pipelines and stages set up logically? If everyone has their own “custom” stage names, your reports will be a mess.
- Are recruiters logging their activities consistently? If half the team skips call logging, don’t bother with a “calls made” leaderboard.
- Are required fields set up? Missing data = gaps in your reports.
What works: Standardized processes and naming conventions.
What doesn’t: Hoping people will “just remember” to update things.
Step 3: Find the Right Reporting Tool in Loxoapp
Loxoapp has a few ways to slice data:
- Built-in reports: Fast, but limited. Good for broad stats.
- Custom reports (“Analytics” or “Custom Dashboards”): This is what you want for team insights.
- Export to CSV: The nuclear option. If Loxoapp’s tools aren’t enough, export and use Excel or Google Sheets.
Ignore: Any “cool” visualization that doesn’t answer your actual question. Pie charts are pretty, but they rarely help you manage a team.
Step 4: Build Your Custom Report
Let’s get practical. Here’s how to set up a custom report for team performance:
4.1. Navigate to Analytics or Custom Dashboard
- From the Loxoapp sidebar, look for “Analytics,” “Reports,” or “Custom Dashboards.” (Names change as Loxo updates, but it’s in the main nav.)
- Click through until you see options for building or editing reports.
4.2. Choose Your Base Data
- Pick the dataset you care about (e.g., “Placements,” “Pipeline,” “Activities”).
- Not sure? For recruiter activity, start with “Activities.” For deal progress, use “Pipeline.”
4.3. Add Filters
- Filter by date range (e.g., last quarter, this month).
- Filter by team, recruiter, or client as needed.
- Pro tip: Don’t overfilter. Start broad, then narrow down once you see the data.
4.4. Select Metrics
Pick the numbers that actually matter for performance. Examples:
- Number of placements per recruiter
- Candidates submitted vs. candidates placed
- Average days in pipeline
- Interview-to-offer conversion rate
- Drop-off reasons (if you track them)
What works: Focusing on 3-5 metrics.
What doesn’t: Reporting on everything “just in case.”
4.5. Choose Visualization
- Tables are underrated—sometimes you just need numbers.
- Use bar or line charts for trends over time.
- Don’t bother with gauges or donuts unless they help you make a decision.
Step 5: Save and Share Your Report
- Give it a clear, boring name (“Q2 Placements by Recruiter” beats “Team Rocket 🚀 Dashboard”).
- Set permissions so the right people can see it—no need to clutter everyone’s view.
- Schedule regular email exports if your team forgets to check dashboards.
Pro tip: Bookmark the report link so you can actually use it in 1 click. If you bury it in a menu, people will ignore it.
Step 6: Review and Iterate
No report is perfect on the first try. After a week or two:
- See what’s actually being used. If nobody looks at a chart, delete it.
- Ask team leads if the data helps them coach or spot issues.
- Tweak filters or metrics as your questions evolve.
- Archive or rename old reports to avoid confusion.
What works: Ruthless editing.
What doesn’t: Letting dashboards sprawl out of control.
Pitfalls to Watch For
- Garbage in, garbage out: If your team isn’t entering data, your reports are fiction.
- Analysis paralysis: More numbers doesn’t mean more insight. Stick to what you’ll actually act on.
- Over-customization: Fancy dashboards eat time. Build only what you’ll use.
- One-size-fits-all: Don’t force the same report on every team if their workflows are different.
Advanced: Export and DIY Analysis
If Loxoapp’s built-in tools hit a wall, don’t be afraid to export to CSV and do your own magic in Google Sheets or Excel. Sometimes, that’s just faster:
- Export raw activity or pipeline data.
- Use pivot tables to find patterns Loxoapp can’t show.
- Combine with data from your ATS, CRM, or other sources for a fuller picture.
Warning: This takes more time, but if you need “real” custom insights, it’s often worth it.
Keep It Simple, and Iterate
Custom reporting in Loxoapp isn’t rocket science, but it does reward clarity and ruthless prioritization. Start with one or two key questions. Build only the reports you’ll actually use. Review, tweak, and don’t let dashboards become a second job.
The best team insights come from keeping things simple and making it easy for everyone to see what matters—and ignore what doesn’t.