Candidate Excel Report

The Candidate Excel Report exports detailed candidate data from Trakstar Hire into a Microsoft Excel file. Use this report to analyze recruiting activity, build custom reports, filter and sort candidate data, or share hiring information outside of Trakstar Hire.

Generate the Candidate Report

To export a Candidate Excel Report:

1. Select the Reports icon from the left navigation menu.

   

2. Choose the reporting date range:
   • A predefined date range, or

   • A custom date range.

     

3. Scroll to Choose a report.
4. Select one of the following Candidate report options:
   • Based on Added Date – Includes candidates based on the date they were added to Trakstar Hire.

   • Based on Last Updated Date – Includes candidates based on the date their profile was last updated.

     

5. Generate the report.

The report is emailed to the address associated with your Trakstar Hire user account.

Note: Reports are typically delivered within 10 minutes. If you don't receive the email, check your spam or promotions folder before contacting Support.

Report Contents

The Candidate Excel Report contains a comprehensive set of candidate, opening, application, and hiring workflow data.

Candidate Details

The report includes information such as:

• Candidate name
• Email address
• Phone number
• Candidate source type
• Candidate source
• Referrer
• Archive status

Opening Information

Each candidate record also includes information about the associated opening, including:

• Opening ID
• Public Opening ID
• Opening name
• Opening location

• Opening team (if Teams are used in your account)

  

Candidate Activity

The report tracks activity throughout the hiring process, including:

• Candidate created date
• Opening assignment date
• Current or last active stage
• Stage assignment date
• User who assigned an action
• User assigned to complete an action

• Employee referral information, when applicable

  

Application Responses

The report includes candidate responses collected during the application process, including:

• Application form questions and answers
• Follow-up questionnaire responses
• Video response identifiers (shown with numbers and letters)
• Flagged Field values

Candidate Status and Decisions

The report also includes hiring outcome information, such as:

• Current candidate status
• Decision reason
• Decision reason description
• Date the candidate was decisioned

Supported candidate statuses include:

• In Process
• Rejected
• Hired
• Withdrawn
• Declined Offer
• On Hold

• Archived

  

Frequently Asked Questions

Can I customize which columns are included?

No. The Candidate Excel Report always exports the complete set of available columns.

If there are columns you don't need, you can remove them after downloading the Excel file.

Can I export data for only specific openings or candidates?

No. The report includes all qualifying records within the selected date range.

After downloading the report, you can use Excel filters or sorting to isolate specific openings, candidates, or other data.

Can I filter or sort the report?

Yes. Once downloaded, you can use Microsoft Excel's built-in filtering and sorting tools to organize the data as needed.

Can I export the report in another format?

The report is generated as an Excel (.xlsx) file.

If needed, you can import the file into applications such as Google Sheets or other spreadsheet software.

Can reports be emailed to someone who isn't a Trakstar Hire user?

No. Reports are sent only to the email address of the user who generated them.

If someone else needs a copy, you can forward the downloaded report after receiving it.

What should I do if I don't receive the report?

If the report doesn't arrive:

1. Wait up to 10 minutes.
2. Check your spam or promotions folder.
3. Contact Trakstar Hire Support if you still haven't received the email.

Best Practices

To get the most value from the Candidate Excel Report:

• Choose the date option that best matches the data you're trying to analyze.
• Use Excel filters and pivot tables to create custom recruiting reports.
• Review candidate source and decision reason data to identify recruiting trends.
• Include Flagged Fields in your analysis if your organization uses them to track internal recruiting information.