Exporting applicant data

Within StaffSavvy you are able to export applicant data for external backups, compliance purposes, or to run external reports. With this in mind, please note that StaffSavvy also supports creating custom recruitment reports directly within the system.

Exporting  options

There are several ways to download application forms, which are all available under the Downloads button when viewing an application. We will now go through these options in further detail.

PDF Exports of Applications

You can export either the full, unblinded application forms or the automatically-blinded application forms when viewing the applications for a position.

This will generate PDF versions of all of the applications for you within a downloadable zip folder. Please note that any uploaded documents cannot be included in the export, so it’s best suitable for fully-digital forms.

You have several download options available, including downloading an anonymised version of all applicants, all applications or all rejected applications. If you select the option to  download the full application this will include the date of the employment offer and a date of decision by the applicant.

If you select the View Application button next to a single application, you are also able to download a single application. Rather than downloading all the applications simultaneously, you can view a single application in PDF format, which is helpful if you want to view an application from a specific applicant.

Excel Export of Applications

Under each position on the main position management page is the option to export the applications.

This will create an Excel formatted file with all of the applications and answers to all questions (blinded and hidden included). 

It is designed for use only in data analysis and not for any shortlisting purposes. Please ensure that any data you export is correctly protected and stored in accordance with your data privacy statement.

The exported file will include the current status of the application and a column on how far through the process the applicants have reached. The final status might be rejected, but their application might have reached the ‘interview requested’ stage as their highest status.

If you have made changes to the application form during the application period, then you might have applicants answering different versions of the form. The export option will export these applications into different files so that questions and answers accurately match those at the time of application.

Recruitment reports 

In addition to being able to download your application data, you can also create reports, so you are able to get a summary of everything you have been managing in recruitment. You can quickly see summarised data of candidates which can be helpful for HR to keep track of. Currently, two types of recruitment reports are available. You can set these up by creating a new custom report, via Reports > Manage Custom Reports > Create New Report. Then choosing Recruitment Applications/Positions as the report type, and selecting the appropriate data fields and columns. There are some differences between these report types which we show below: 

• Recruitment (Positions) - This report type displays positions that the company is currently recruiting for. Columns can be added to show the number of spaces available for each skill and how the recruitment process is progressing.
• Recruitment (Applications) - This report type displays applicants that the company is currently recruiting. Columns can be added from the application including adding dates relevant to the application, and also the applicant's details, including their name, the current status and the position applied for.