The Outreach Stats page allows you to view outreach metrics for both yourself and your team. You can filter on three unique parameters:
- Candidate Cohorts vs. Activity
- My Stats vs. Team Stats
- Time Period
We’ll explain each of these below.
Note: There’s a Gem Academy course available on this topic! Take the Assess Your Sourcing Performance course to learn how to assess your sourcing performance with Gem Outreach Stats.
Candidate Cohorts vs. Activity
Outreach Stats offers Candidate Cohorts and Activity filters, which determine how metrics are displayed. While both tabs show similar data, they are calculated differently.
Candidate Cohorts view
Please see this video in Gem Academy to learn more about Candidate Cohorts.
The Candidate Cohorts tab offers a cohort-based view, helping you assess the effectiveness of your outreach over a selected time period. It tracks key engagement metrics such as open rate, reply rate, and interested rate, giving you a clear picture of how your outreach is performing.
Simply put, it answers the question: Of the candidates who received new sequences during this time period, how many eventually opened, replied, or expressed interest?
Here’s what each of those metrics means:
- Sent: The total number of individual sequences sent to candidates during the selected time frame.
- Opened: The number of sequences that were opened by candidates within that time frame.
- Replied: The number of opened sequences that received a candidate response.
- Interested: Candidates are marked as Interested in one of two ways:
- A recruiter (or other team member) manually marks them as Interested after they reply
- Gem automatically detects and marks them as Interested based on the candidate’s response.
This breakdown helps you gauge how well your outreach resonates with candidates, and refine your engagement strategy accordingly.
Candidate Cohorts use case
This short video in Gem Academy walks you through a practical use case for the Candidate Cohorts view in Outreach Stats, showing how to measure the effectiveness of your outreach efforts. You’ll learn how to generate a report to analyze response and interested rates for specific roles, and how to save filter presets for quick access to key insights — perfect for quarterly outreach reviews or ongoing performance tracking.
Activity view
The Activity tab helps you understand where you’re spending your time by showing the number of outreach activities you’ve performed within a selected period. This gives you valuable insight into your workflow and engagement efforts.
The metrics we display are:
- Viewed on LinkedIn: The number of unique candidate profile views on LinkedIn during the selected period (viewing the same profile multiple times does not increase this count).
- Added to Gem: The number of candidate LinkedIn profile PDFs downloaded within the selected period.
- Added to Project: The number of candidates added to specific hiring projects in Gem during the selected time period.
- First messages sent: The total number of first outreach messages sent to candidates (including Stage 1 of both email and InMail sequences).
- Follow-ups sent: The number of follow-up messages sent during the selected period, including both automated follow-ups (Stages 2 and beyond in email sequences) and manually sent follow-up InMails.
- Replies received: The number of candidate replies received in the selected time period.
- Interested candidates: The number of candidates who expressed interest during the selected time period.
- Converted to process: The number of candidates who were converted to process during the selected time period.
Activity view use case
This short video in Gem Academy walks you through a real-world use case for the Activity view in Outreach Stats, helping you track outreach activity and stay aligned with your goals. You’ll learn how to generate a report to monitor your progress against outreach targets, filter data by project and time period, and break down activity by filters such as gender to ensure a balanced pipeline. Plus, you’ll see how to save and automate reports for future tracking — making it easier to focus your efforts where they matter most.
Understanding the differences between Candidate Cohorts and Activity views
One key distinction between the Candidate Cohorts and Activity views is how engagement rates are calculated. Activity tracks actions performed within a given time period, but because it logs replies based on when they occur — not when the original sequence was sent — reply rates can sometimes appear inflated.
For example, imagine you sent ten sequences last quarter but sent none this quarter. If a candidate replies this quarter to one of those past sequences:
- Activity counts that reply in this quarter’s metrics. This could result in a reply rate over 100%, which isn’t meaningful.
- Candidate Cohorts attributes that reply to the original outreach period, ensuring response rates accurately reflect the effectiveness of past sequences.
My Stats vs. Team Stats
In both the Candidate Cohorts and Activity views, you can easily switch between viewing your own outreach metrics and your team’s metrics by using the Team Stats / My Stats drop-down menu.
From the Team Stats view, you can filter by specific team members by selecting the Add filter dropdown, then User, and entering their name (Gem will automatically suggest names as you type).
On the other hand, selecting Overall from the Chart dropdown will aggregate the entire team’s stats for the selected time period, with results displayed in the table at the bottom of the page.
This flexibility allows you to track individual performance or gain a broader view of your team’s outreach efforts.
Time period
Gem can aggregate outreach stats using common date ranges (e.g., last 90 days, last 6 months, current fiscal quarter), but you also have the flexibility to set a custom date range by manually selecting a start and end date in the date picker.
Optimizing your Outreach Stats reports
Here are a few ways you can make the best use of the available reports.
Drill down into your data
Once you’ve applied the necessary filters, refine your Outreach Stats by using the Group by, Breakdown, and Metric dropdown menus at the top of the summary table. You can also filter and group by Gem Custom Fields to gain insights tailored to your specific needs.
Save your Outreach Stats report
To save reports you frequently reference, apply all desired filters, select ★ Save in the top-right corner of the Outreach Stats page, and fill in the fields in the popup before selecting Save again. This preserves your filter presets, allowing you to easily retrieve them later (once saved, reports can be accessed from the Reports page).
Schedule automated report delivery
Once a report is saved, you can schedule it to be automatically sent to your team. Simply select Share in the top-right corner of the specific saved report page, then Schedule email report. Fill out the popup form with your preferred schedule, your recipients, and your subject line and message, then select Schedule email — and Gem will handle the rest.
Track stats for specific projects
You can also pull stats for a specific project by filtering on the name of the project:
- In My Stats, filter by your own projects.
- In Team Stats, filter by team-wide projects.
Select the Add filter dropdown, then Project, and enter the project name to get started.
Export data to CSV
Easily export your Outreach Stats report as a CSV file, preserving the dashboard configurations you’re currently viewing. The CSV will reflect all applied settings, including:
- My Stats vs. Team Stats.
- Candidate Cohorts vs. Activity.
- Timeframes (quarters, months, weeks, or days).
This ensures you can analyze, share, and store key outreach data effortlessly.
➡️ Next, you’ll learn about Application Review!
Have any issues or questions on this topic? Please feel free to contact your dedicated Gem Customer Success Manager directly or our Support team at support@gem.com.
- Candidate Cohorts vs. Activity
- Candidate Cohorts view
- Candidate Cohorts use case
- Activity view
- Activity view use case
- Understanding the differences between Candidate Cohorts and Activity views
- My Stats vs. Team Stats
- Time period
- Optimizing your Outreach Stats reports
- Drill down into your data
- Save your Outreach Stats report
- Schedule automated report delivery
- Track stats for specific projects
- Export data to CSV