AI assisted Reporting

What is AI Reporting Tool?

The new onlyfy AI reporting tool helps you turn recruiting data into meaningful insights quickly and easily.

Key features

• Report Library
  Four curated dashboards that are continuously expanded by onlyfy. Each dashboard includes KPIs and analyses that clearly visualize your recruiting processes.
  • Applications: Metrics for the application funnel (new applications, interviews, hires, rejections, applications per job and weekday, time-to-interview/reject/hire, rejection reasons)
  • Jobs: Overview of your recruiting portfolio (active and archived jobs, active jobs by recruiter team, institution, main contact, industry, seniority, job function/field)
  • Sourcing: Effectiveness of marketing channels (applications and hires by acquisition channel, ad views and “Apply” button clicks on onlyfy’s careers page, latest job board bookings)
  • Candidates: Overview of your talent pool (active candidate profiles by day, location, gender, system language)
• Mira – the AI assistant: Analyzes your recruiting KPIs and provides actionable insights.
• Custom reports: Create your own analyses and save them to your Pinboard (personal quick access) or Team Pinboard (shared with colleagues).

[tipp]

Your existing reporting will remain available for now and will continue to run in parallel.
The current tools — Report Builder and System Reports — will be phased out gradually by the end of 2026 and can be disabled at any time on request.

[/tipp]

Settings & Permissions

Reports-Permissions

• Users with the permission “can manage reports: create, edit and share reports and analyses” can access the new AI Reports.

• Users without this permission only get access to Team Pinboards that have been shared with them.

AI-Feature Settings

• Opt-in approach: The AI feature is initially disabled and must be enabled by admins:
  Settings > AI features > “Ask Mira” in ReportsUser-level access via permission groups. 
• As soon as AI in Reports is enabled, admins can grant access to additional permission groups (Recruiter, Hiring Manager, Other): Settings > Access management > Permission groups > Edit > Access > Reports > can use AI assistant in Reports

Working with reports library

[tipp]

Data is refreshed once per day overnight. Data can be up to 24 hours old. No reporting for the current day is available.

[/tipp]

Dashboard Menu

Download PDF	Export the entire dashboard as a PDF.
Present	Full-screen mode for presentations/meetings.
Schedule (onlyfy Ultimate)	Full-screen mode for presentations/meetings.

Filters

Dashboard filters are applied to all analyses in the dashboard.

Save & share filter views

Filter combinations can be saved as reusable views. In Team Pinboards, filter views can be shared with users who have access.

Steps:

1. Set filters
2. Save view
3. Name view

Working with analyses

Analysis Menu

KPI Alert	Set up alerts for the selected analysis. Available only for KPI analyses (numbers).
Ask Mira	Ask Mira a question about the selected analysis.
Edit and Pin	Open detail view, edit title, and save to a Pinboard.
Download	PDF, CSV or Excel
Present	Start the interactive full-screen mode.
Manage KPI Alerts	Edit or delete KPI alarms.

Set up KPI alerts (onlyfy Ultimate)

You’ll get notified when a KPI reaches or exceeds a defined threshold.

Examples: “Time-to-hire” is above the target value, or regular updates about application volume.

How it works:

1. Select the KPI analysis (hover over the KPI)
2. Click “Create alert”
3. Choose alert type
4. Set title, schedule, notification text, recipients
5. Save → Manage via Manage alerts in the analysis menu

Interact with Mira

Mira answers questions in the context of the selected analysis.

How to start:

1. Move the cursor over the desired analysis
2. Buttons appear
3. Click “Ask Mira”
4. Type your question

Edit and pin

Save analyses from the Report Library to your Pinboard.

How it works:

1. Select the analysis and make sure the desired filters are applied
2. Analysis menu → Edit and pin
3. Review the detail view → Pin
4. Adjust title and description
5. Choose Pinboard
6. Save

Analysis: Data point menu (onlyfy Ultimate)

In charts, you can apply additional filters and drilldowns to selected data points.

• Filter
  Restrict the dashboard to the selected data point.
• Drilldown
  Expand the analysis by an additional dimension.

Example:
Analysis “Applications per job” → right-click a job (e.g., “Marketing Manager”) → Filter → the entire dashboard is filtered to that job.
And/or right-click → Drilldown “Acquisition channel” → see applications for “Marketing Manager” by acquisition channel.

        

Team pinboards

Permissions

• Create: Admins can create, edit, and delete Team Pinboards
• Share: Admins can share Team Pinboards with other users for viewing or editing
• Extend: Users who can edit a Team Pinboard can also add additional analyses to it

Editing team pinboards

Note	Text, links, separators etc. for board design.
Tab	Create structure within your board with tabs.
Analysis > Card Size	Resize the card to a pre-defined size or customize with drag & drop.
Analysis > Move to tab	Move analysis to another tab.
Analysis > Delete	Delete analysis from the board.
Arrange analyses	Arrange analyses within the board using drag & drop.

Configure filters in Team Pinboard

Team Pinboard → Edit → Filters
Recommended standard options: Job Title, Recruiter Team, Institution, Date, Main Contact, Job City, Hiring Process

My pinboard

Personal area for your most important analyses — visible only to you.

 

Mira – your AI reporting assistant

“Ask Mira” buttons

• Left main menu: Start a chat with Mira about any recruiting KPI
• Analysis menu: Start a chat with Mira about the selected analysis

What Mira can do

• Provide data analyses (e.g., “Hires in 2025”)
• Give actionable recommendations
• Respond to simple and complex questions

Example questions

• Ad hoc analyses:
  “How many hires were there in January 2026?” / “Show me all currently open jobs for [Main Contact].” / “Applications and hires in [time period] by [Recruiter Team, Institution, Industry, Job function, …]” / “Number of applications in status X”
• Marketing channels:
  “What is the strongest acquisition channel?” / “Top 5 acquisition channels” / “Which channel generated the most hires in 2025?” / “How many hires came via XING/Stepstone/Indeed/karriere.at/… in 2025?”
• Application funnel:
  “Show the application funnel for job X.”
• Recruiting efficiency:
  “What is the average time from application creation to hire (time-to-hire)?”
• Filter & visualize analyses:
  “Show application volume for 2025 grouped by quarter/month/week” / “Visualize as a bar chart.”
• Predictions / recommendations:
  “How many applications do I need to secure one hire for the position ‘Senior Online Marketing Manager’?” / “Where should I advertise the position ‘Warehouse worker’ to hire as fast as possible?” / “How many interviews do we need on average for one hire in developer roles?” (Tip: specify with “job title contains ‘Engineer’” or department “IT”) / “Show developer jobs with fewer than X applications.” / “Which acquisition channel drives more applications for these jobs?”

Provide feedback

• Rate answers with thumbs up/down — your feedback helps us improve Mira
• Correct wrong answers or suggest alternative analyses

Define how Mira should communicate

• Role-based: Ask Mira to take a persona (e.g., Head of HR, Recruiting Consultant)
• Tone & style: short and concise vs. advisory and detailed
• Level of detail: brief summaries vs. deep analyses with explanations

Features in your onlyfy product package

>>> All details about features in different onlyfy packages

AI & Privacy

You can find full details about data processing and the use of AI in Reports in your onlyfy account under:
Settings > AI features > AI usage, data processing and governance.