Gem’s Pipeline Analytics dashboard offers multiple ways to analyze your hiring pipeline and take action:
- Views: Toggle between Pipeline Funnel View (for tracking candidate progression) and Activity View (for monitoring recruiter activity and hiring trends).
- Actions: Apply filters, segment data, generate reports, and use forecasting tools to optimize your hiring process.
Pipeline Funnel view vs. Activity view
Gem offers two distinct views for analyzing your data: Pipeline Funnel view and Activity view. Each serves a different purpose, helping you answer specific recruiting questions and optimize your hiring strategy.
Funnel view
Funnel view provides a start-to-finish overview of hiring activity for a specific cohort of candidates. It works alongside the time period selector (in the top-right corner of the view) to determine which candidates are included in the cohort and reflected in the report.
Use the time period selector to choose an event and when that event occurred. For example, you can select a cohort of candidates who had a Phone Screen within the last six months, or a cohort of candidates who saw an Application Created within the last 90 days.
Gem organizes candidates based on the left-most stage in Funnel View, which you can select in the Stages dropdown. It then displays passthrough rates for candidates who entered that stage within the selected time period.
This view helps you answer key hiring questions, such as:
- How do conversion rates for my Software Engineer role vary across different demographics?
- Which candidate sources are delivering the highest return on investment for my team?
- Given my current pipeline for the Account Executive role, how many hires can I realistically expect to make?
(More about how to answer those questions with filters below.)
Activity view
While Funnel view provides a start-to-finish breakdown of how candidates progress through your hiring funnel, Activity view focuses on stage-specific movement within a selected time period. This means that Activity view counts every instance of a candidate entering a stage — regardless of their previous progress — while Funnel view tracks how candidates move from one stage to the next within a defined cohort.
In Activity view, a candidate will only appear in a stage if they moved into that stage during the selected time period, rather than being included because of an earlier action. For example, if a candidate applied last month but advanced to a Phone Screen this month, they’ll appear in Activity view for the Phone Screen stage, but not in the Application stage for this month.
This view is useful for analyzing recruiting volume and activity trends, helping you answer questions like:
- How many recruiter phone screens have taken place this quarter?
- How many offers did my team extend last year?
- How many candidates sourced through “Prospecting” had an onsite interview in Q1?
While Funnel view is best for understanding conversion rates and candidate progression, Activity view provides a real-time snapshot of how many candidates are reaching specific stages, helping teams track recruiter workload, hiring velocity, and overall recruiting activity.
Chart views: visualizing your hiring data
The Pipeline Analytics dashboard offers different chart views depending on whether you’re using Funnel view or Activity view:
Funnel view charts: Toggle between a Funnel chart or a Sankey chart to visualize candidate progression through hiring stages. These charts make it easy to identify drop-off points and assess where candidates are exiting the funnel.
Activity view charts: Displays a bar graph that tracks recruiting activity volume over time. You can adjust the grouping to show daily, weekly, monthly, quarterly, yearly, or total breakdowns, helping you analyze hiring trends and recruiter workload.
Data table
The data table provides a stage-by-stage breakdown of candidate hiring activity. Each number in the table is clickable, allowing you to view the list of candidates included in that count.
To help visualize passthrough rates, Gem applies color-coded segments:
- Red (0–33%): Low passthrough rate.
- Yellow (33–50%): Moderate passthrough rate.
- Green (50–100%): High passthrough rate.
These color thresholds are fixed and serve as general guidance rather than strict benchmarks. What qualifies as a “good” or “bad” passthrough rate depends on the specific hiring stage and role.
The “Filtered by” dropdown
The “Filtered by” dropdown at the top of the page lets you tailor your pipeline view by applying filters to highlight key data points relevant to your analysis.
Here are the available filtering categories:
- Gem filters: Project, Project fields, Event, Custom fields, Attributed Gem user, Who added to Gem, User tag (via attributed Gem user), Gem source.
- Application filters: User tag (via referrer), App status, Referrer, Source, Source type, Rejection reason, Rejection type, Coordinator, Recruiter, Sourcer.
- Candidate filters: User tag (via recruiter).
- Job filters: User tag (via sourcer), Job, Job status, Sourcer, Hiring manager, Coordinator, Recruiter, Department, Location.
- Custom grouping filters.
For example, selecting the “Who added to Gem” filter will display only candidates added by specific team members of your choice. This view can help you track sourcing contributions, monitor recruiter activity, or identify trends in candidate quality based on who added them.
Segments and settings
The data table can be segmented using the “Group by” and “Breakdown” dropdowns, which allow you to further organize hiring activity data by specific attributes. These dropdowns include many of the same categories as the “Filtered by” dropdown (above), with the addition of a DEI category to track candidate demographics and diversity-related hiring trends.
The “Metric” dropdown allows you to toggle between “Passthrough Rates” and “Time in Stage,” which measures the average number of days candidates remain in a particular stage.
Finally, the “Stages” dropdown lets you customize your view by showing or hiding specific stages of the hiring funnel. Metrics automatically adjust based on your selection.
Saving and sharing reports
Once you’ve set up a Pipeline Analytics report to your liking, you can save it for future use by selecting the Reports dropdown in the top-right corner and then selecting Save as New Report. Gem will prompt you to enter a report name — simply enter your preferred name and select Save. (You can access your saved report anytime by selecting the same Reports dropdown in the top-right corner.)
You can share your report by email, copying the URL, or downloading it as a PDF or CSV file for easy distribution.
Accessing default reports
To view Gem’s default reports, click into the Reports dropdown, hover over Default Reports, and select the report you need.
Here’s what each report helps you analyze:
- Hire Rate by Source: Evaluate hire rates and ROI from third-party sources.
- Rejection Reasons: Identify when and why candidates are being rejected or dropping out of the hiring process.
- Recruiter Activity: Track weekly recruiter activity across different jobs.
- Time to Hire by Department: Measure how long it takes to fill roles across departments.
➡️ Next, you’ll learn how to do forecasting!
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.
- Pipeline Funnel view vs. Activity view
- Funnel view
- Activity view
- Chart views: visualizing your hiring data
- Data table
- The “Filtered by” dropdown
- Segments and settings
- Saving and sharing reports
- Accessing default reports