--- title: Understanding Reports slug: understanding-reports icon: ๐Ÿ“ˆ createdAt: 2026-11-07T02:39:48.391Z --- Reports show how your sourcing and outreach are performing, from candidates reviewed all the way to meetings booked. Use them to see which messages get replies, which roles are gaining traction, and how work is spread across your team. This guide covers: - Opening Reports - Choosing positions and dates - Communications Insights - Pipeline Insights - Team Activity - How metrics are counted *** # Opening Reports Select **Reports** in the top section of the sidebar. There are three views: - **Communications Insights** โ€“ how your outreach messages are performing - **Pipeline Insights** โ€“ your full funnel, from candidates reviewed to replies, with benchmarks - **Team Activity** โ€“ what your team is doing in Pin, and who is doing it Hover over the **?** icon next to any metric or chart to see exactly how it's calculated. *** # Choosing positions and dates The controls at the top of each view apply to everything on the page. **Positions** - **My Positions** โ€“ only positions you own - **All Positions** โ€“ every position you can see on your team - **Positions** โ€“ pick specific positions. You can search by job name, company, or user, choose the **Current Position**, or choose a teammate to see all of their positions (for example, "Jordan Avery's Positions"). **Date range** Click the date button (for example, **Last 6 Months**) to choose **All Time**, **Last 7 Days**, **Last 30 Days**, **Last 3 Months**, or **Last 6 Months**, or pick custom dates on the calendar. Turn on **Compare to Previous Period** to show how each number changed against the period before. Changes appear next to each number with an up or down arrow. **Charts and tables** - Charts over time can be shown **Daily**, **Weekly**, or **Monthly**. - Tables show the top rows first. Click **See All** (or **See All Positions**) to see the full list, and click a column heading to sort. - To print or save a report as a PDF, click **โ‹ฎ** at the top right and select **Print**. *** # Communications Insights Communications Insights shows how your outreach messages are performing. ![Communications Insights](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/Y22erI3WKNgtBFP6wulAU_reports-communications-insights.png) **Summary** | Metric | What it shows | | ------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Candidates Messaged** | Unique candidates who received at least one outreach message | | **Open Rate** | Share of emailed candidates who opened your email. A click or a reply also counts as an open, because some email clients block the tracking pixel. Only sequences with open tracking turned on are included. | | **Candidates Replied** | Candidates who wrote back by email or LinkedIn | | **Candidates Interested** | Candidates who replied with genuine interest or had a meeting booked | | **Meetings Scheduled** | Candidates with a meeting or interview booked through a sequence | **Charts and tables** - **Communication Funnel** โ€“ Your outreach funnel: sent โ†’ opened โ†’ replied โ†’ interested โ†’ scheduled. The funnel starts with candidates who were sent any message during the selected dates. Each stage is independent, so reaching a later stage doesn't remove someone from an earlier one. - **Outreach Conversion** โ€“ The percentage of all messaged candidates who replied at each sequence step. Use it to see which message is doing the most work. - **Outreach Replies** โ€“ The share of all replies that came from each step. - **Channel Replies** โ€“ Replies split by channel (Email, LinkedIn, or Manual). Manual covers replies with no email or LinkedIn step before them, such as calls, texts, or tasks. - **First Outreaches Sent** โ€“ How many candidates received their first email or LinkedIn message each day. - **Sequence Step Activity** โ€“ A step-by-step breakdown of each sequence: subject, position, sender, and how many candidates were sent, opened, replied to, or booked a meeting from that step. - **Position Activity** โ€“ Outreach performance by role: reviewed, archived, outreached, read, replies, and interested. - **Top Senders** โ€“ Team members ranked by sent, opened, replied, interested, and scheduled. - **Messages Sent** โ€“ Email and LinkedIn messages sent over time. - **Email Activities** โ€“ Outreach, other outgoing, and incoming emails over time. - **Emails Opened by Time Sent** and **Time Replies Were Received** โ€“ Heatmaps by day and hour, with the best time for each weekday. Pin uses this to automatically optimize when outreach emails are sent. *** # Pipeline Insights Pipeline Insights shows your full funnel and how your results compare with benchmarks. Each headline metric is labeled, for example **GREAT**, **AVERAGE**, or **BELOW AVERAGE (these are based on internal metrics we have)**. ![Pipeline Insights](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/dJX_pWa-VH6IayrTqQTUs_reports-pipeline-insights.png) **Summary** | Metric | What it shows | | --------------------------- | ----------------------------------------------------------------------------------------------------------------------------- | | **Outreach Effectiveness** | The average sequence step where candidates first replied. Lower is better: step 1 means they replied to your opening message. | | **Time to First Reply** | Average time from your first outreach to receiving a reply | | **Open Rate** | Unique openers รท unique candidates emailed from sequences with open tracking on | | **Reply Rate** | Unique repliers รท total outreached candidates. The most direct signal of whether your messaging is resonating. | | **Interested Rate** | Interested candidates รท total outreached candidates. Excludes unsubscribes and neutral replies. | | **Team Response Time** | Average time between a candidate replying and your team sending the next message. Faster responses keep candidates engaged. | | **Time to First Interview** | Average time from first outreach to a meeting being booked | | **Scheduled Rate** | Candidates with a meeting booked รท total outreached candidates | **Charts and tables** - **Pipeline Overview** โ€“ Your full funnel, from **Candidates Reviewed** to **Candidates Accepted**, **Candidates Outreached**, **Emails Opened**, and **Replies**. It shows where candidates drop off at each stage: Declined, Emails Not Found, Not Opened, Email Bounced, Not Tracked, and No Reply. **Not Tracked** is everyone outreached without open tracking, such as LinkedIn-only candidates. - **Position Activity** โ€“ The funnel for each position: reviewed, accepted, outreached, read, replies, interested, and scheduled. - **Team Activity** โ€“ The same funnel broken down by team member, to understand individual contributions. *** # Team Activity Team Activity shows what actions and features your team is using the most. ![Team Activity](https://api.archbee.com/api/optimize/JtqPsvk-s0xQ7dgMBVpor/rxS48rSwSgTPPHN0FunKo_reports-team-activity.png) **Summary** **All Activities**, **Searches**, **Approved**, **Rejected**, **Manual Emails**, **Manual Tasks**, and **Scheduled**. **Charts and tables** - **All Activities Over Time** โ€“ Your team's activity over time: searches, approvals, rejections, manual emails, LinkedIn messages, tasks, and interviews scheduled. - **Team Activity** โ€“ The same breakdown for each person, to see how the workload is distributed. Darker cells mean more activity. - **All Activities Over Time (heatmap)** โ€“ Activity by day of the week and hour of the day. *** # How metrics are counted Each metric is counted by when the relevant event happened, so numbers can shift slightly depending on the dates you choose: - **Messages and outreach** are counted by when the message was sent. - **Replies** are counted by when the reply was received. - **Meetings** are counted by when the calendar event was created. - **Stage changes** (reviewed, accepted, archived) are counted by when they happened. For example, a candidate emailed on the last day of October who replies on November 2 counts toward **Candidates Messaged** in October and **Candidates Replied** in November. :::hint{type="info"} **Note:** Opens can only be tracked for email steps in sequences with **Track email opens** turned on. LinkedIn and other non-email steps aren't included in open rates. See [Create and customize Outreach sequence](https://docs.pin.com/create-and-customize-outreach-sequence) to turn on open tracking. ::: *** # Frequently Asked Questions **Why is my open rate different from my reply rate's base?** Open rate only counts candidates emailed from sequences with open tracking turned on. Reply rate counts everyone you outreached, including LinkedIn-only candidates. **Why don't I see a teammate's positions?** Private positions are only visible to their owner (and to Admins and Billing users, if the owner is a Member). Their numbers are left out of Reports for anyone who can't see them. See [Creating a new job](https://docs.pin.com/creating-a-new-job). **Can I see reports for a single job?** Yes. Click **Positions** at the top of any Reports view and select the job. You can also see a job's outreach performance step by step on its **Sequence** page.