Unlock the full potential of your Vincere/Vinny software with our user engagement dashboard guide. Dive into the intricacies of analyzing user activities measured within the dashboard, empowering you to optimize, track and increase your productivity.
You can use the links below to navigate through the Article:
User Engagement Dashboard
Purpose
Monitor the success of Vincere implementation, checking whether your consultants are making use of the platform.
The User Engagement dashboard shows you how many activities were implemented inside Vincere, and tells you who on your team is the most active user of the platform.
When starting to use the platform, this dashboard can be used as an onboarding tool to see which consultants are using the system and which are not.
Measure how “sticky” your CRM is, by continuously tracking whether your consultants keep using adequately your recruitment CRM.
Metrics
This dashboard will show the number of actions taken within the platform. It will not report the number of actions measured against a pre-set target, for example a Goal or KPI.
Components
Engagement Overview - reports the total number of each Activity type that has been completed within the filtered time period
By Consultant - reports the total number of each Activity type that has been completed by each consultant in the filtered time period
Report Data - reports the data in two ways:
'By Entity'. This measures the number of unique records that have had an Activity recorded against them
'Drill-Down Log'. This provides a list of all Activities that have been taken inside the system.
Engagement Overview
The Header
This shows the user the total number of all selected activity types that were completed in a specific period.
Total Activities: sum of selected activities for the current month.
Last Month: sum of selected activities that took place 1 month before
Previous Month: sum of total activities that took place 2 months before
3 Months Ago: sum of selected activities that took place 3 months before
1 year Ago: total of selected activities of the previous month a year ago (i.e., If the current month is March 2023, this will show the sum of activities of Feb 2022)
Note: The Time filter from the right-hand side panel does not affect the numbers in the header.
The Chart View
This chart shows Activities filtered by selected Time and Activity types.
The default view will display ”This Month“ statistics of only 10 activities listed below:
Meetings - Candidates (Scheduled)
Calls - Candidates (Connections)
Companies (New)
Contacts (New)
Jobs (New)
Candidates (New)
Sent
1st Interviews (Arranged)
Placements
User login
You can go to “Filter” on the right-side panel to modify which information you want to show in the chart.
Note: These are the activities measured based on actions taken in the platform and not the actions measured against Goal targets
The Activity Table
This table shows the total number and percentage of activities from the filters you have selected.
The percentage of each activity = the number of that activity/ the number of total activities
Activity Table per month
A breakdown of the total number of activities by activity type per month
By Consultant
The Header
Key metrics: Average number, per consultant, of all selected activities performed in the specific time period
Average Activities: the number of activities taken within the current month ÷ total number of consultants that have activities tracked against them.
Last Month: the number of activities taken 1 month before ÷ total number of consultants that have activities tracked against them.
Previous Month: the number of activities taken 2 months before ÷ total number of consultants that have activities tracked against them.
3 Months Ago: the number of activities taken 3 months before ÷ total number of consultants that have activities tracked against them.
1 Year Ago: the number of activities taken the previous month a year ago ÷ total number of consultants that have activities tracked against them.
The Bar Graph
Total number of each Activity type completed by each consultant in the filtered time period. This graph shows who is doing what inside Vincere.
The Table View
Like the Activity table per month in the Engagement Overview report, these 2 tables show:
The total number and percentage of activities from the filters you have selected.
A breakdown of the total of each activity per consultant.
Report Data
By Entity
This report measures the number of unique and active records that have had an Activity recorded against candidates, jobs, contacts and companies.
Total per entity: number of unique records (candidates/jobs/contacts/companies) that are connected to activities.
Active: number of unique records (candidates/jobs/contacts/companies) with active applications - application that has at least 1 candidate pending in one of the application stages (shortlisted to offer), not rejected nor deleted.
Drill-Down Log
The Drill-Down log is your source of truth. This gives you a list of all activities that have been taken inside Vinny.
Total per entity: this shows the number of unique entity (e.g., candidates) and not the total of activities
Active: this reflects the number of unique records (candidates/jobs/contacts/companies) with active applications (the candidate is pending on the shortlisted to the offer stage, not rejected nor deleted)
Note: Activities are displayed per entity (i.e., the candidates tab will only show activities related to candidates). Each page shows up to 25 records
Appendix
How are activities being counted?
Emails (Sent) are counted when:
A comment, linked to “Email Sent | Contact” or “Email Sent | Candidate” actions, is created against a contact or a candidate.
An actual email is sent to a contact or a candidate from within the record profile in Vincere.
In case both actions (comment and actual email) have been performed, then the activity will appear twice in the dashboard.
Emails (Received) - All emails received from candidates/contacts whose primary email is in the system.
Meetings - Contacts (Scheduled) - The meeting need to be linked to activity Meeting | Arranged | Contact.
Meetings - Contacts (Completed) - The meeting need to be linked to activity Meeting | Attended | Contact.
Meetings - Candidates (Scheduled) - The meeting need to be linked to activities
Meeting | Arranged | Candidate | New
Meeting | Arranged | Candidate | Existing
Meetings - Candidates (Completed) - The meeting need to be linked to activities
Meeting | Attended | Candidate | New
Meeting | Attended | Candidate | Existing
Calls - Contacts (Connections) - The meeting need to be linked to activities:
Phone call | Contact | Inbound | Connected
Phone call | Contact | Outbound | Connected
Calls - Candidates (Connections) - The meeting need to be linked to activities:
Phone call | Candidate | Inbound | Connected
Phone call | Candidate | Outbound | Connected
Companies (New) - new companies based on creation date
Contacts (New) - new contacts based on creation date
Jobs (New) - new jobs created by user based on creation date
Jobs Leads (New) - new job leads created by user based on creation date
Job Leads (Converted) - user needs to click on the action: Convert to Job, not manually change the job category inside the job details
Jobs (Closed) - jobs closed by a user based on closed date
Candidates (New) - new candidates created by user (excluded candidates added by bulk parsing, EH) based on creation date
Candidates (Rejected) - candidates marked as rejected by the user
Floated - candidates floated to a Distribution list or floated to contacts (marked as floated)
Shortlisted - user has manually shortlisted the candidate (does not count shortlisted candidates from job board applications). The action is counted for both jobs and job leads.
Sent - user has manually moved the candidate from shortlisted to sent stage. The action is counted for both jobs and job leads, and it doesn’t include floated candidates.
1st Interviews (Arranged) - based on the actioned date when a user has moved a candidate to 1st interview with or without an interview schedule. The action is counted for both jobs and job leads.
1st Interview date – based on the date the interview has been scheduled. Users don’t need to mark the interview as completed for the User Engagement to report it.
2nd+ Interviews (Arranged) - based on the actioned date when a user has moved a candidate to 2nd or 2nd+ interview with or without an interview schedule. The action is counted for both jobs and job leads.
2nd+ Interview date – based on the date the interview has been scheduled. Users don’t need to mark the interview as completed for the User Engagement to report it
Offers - when the user has moved a candidate to offer stage. The action is counted for both jobs and job leads.
Placements - user moved the candidate to the Placed stage (based on the column “Placed Date”, not Booked Date.). The action is counted for both jobs and job leads.
User logins - based on the web application, not through the mobile app.
Cancelled Interviews - interview has been cancelled by a consultant
Rescheduled Interviews - interview has been rescheduled by a consultant
Renewals - renewal has been created in Vincere
Temp Placements Converted to Perm- based on the action; converting a temp placement to permanent
Placements Undone - when a consultant selects ‘undo placement’
Contracts Terminated - when a consultant select ‘Terminate Contract’
New Deals - new deals created by users
Won Deals - deals won by users
Lost Deals - deals lost by users
Note: Additional Rules for counting activities:
Activities can be logged in Vincere in 2 ways:
Logging a comment. This will not require users to do any extra actions.
Logging a task. When creating a task, the User Engagement dashboard won’t count the task until it’s been marked as “completed”; the User Engagement will report the task on the date it was marked as completed and not when it was created. Also, the User Engagement dashboard will record the activity against the user who marked the task as completed (not against the user who created the task)
The User Engagement returns an exact picture of what happened inside Vincere, therefore if consultants skip stages in the ATS pipeline, these stages are not counted in the User Engagement.
List of Filters
Time: To determine the required period (examples below)
Today - current date
Yesterday – the day before current date
This week - present week (depends on the week start)
Last week - previous week (depends on the week start)
This month: current month
Last month: previous month
This quarter: current quarter (i.e., October - December)
Last quarter: previous quarter (i.e., July - September)
Last 6 months: - First calendar date of previous 6 months - current date (i.e., April 1st - present date)
This year: January of the present year - current date
Last year: previous year from January to December
Activities: to choose the activities to be displayed
Emails (Sent)
Emails (Received)
Meetings - Contacts (Scheduled)
Meetings - Contacts (Completed)
Meetings - Candidates (Scheduled)
Meetings - Candidates (Completed)
Calls - Contacts (Connections)
Calls - Candidates (Connections)
Companies (New)
Contacts (New)
Jobs (New)
Job leads (New)
Job leads (Converted)
Jobs (Closed)
Candidates (New)
Candidates (Rejected)
Floated
Shortlisted
Sent
1st Interviews (Arranged)
1st Interview date
2nd+ Interviews (Arranged)
2nd+ Interview date
Offers
Placements
User logins
Cancelled Interviews
Rescheduled Interviews
Renewals
Temp Placements Converted to Perm
Placements Undone
Contracts Terminated
New Deals
Won Deals
Lost Deals
Locations - will show all locations saved in Settings > Groups, Tags & locations > Locations
Branch: filter by a branch or multiple consultant’s branches.
Brand - will show all Brands saved in Settings > Groups, Tags & locations > Teams > Brands
Division - will show all Divisions saved in Settings > Groups, Tags & locations > Teams > Divisions
Team - will show all Teams saved in Settings > Groups, Tags & locations > Teams > Teams
Consultant - Will show all consultants/users in Settings > User Management (Active & Inactive)
Consultant Status - To add or remove Inactive Users. By default, we include inactive users
Job Category -
Linked to Jobs - activities linked to jobs
Linked to Job Leads - activities linked to Job Leads
No job Links - activities not linked to Jobs or Job Leads
Week Start - By default, it will show Monday as the week start but we can switch to Sunday
Data Export
Reports can be exported to Excel file.
Filter the data you want to export using the Filters banner on the right-hand side.
Click on the Excel button in the upper top right corner of the dashboard.
Note: The data export includes up to 10,000 records of activities per tab.
Dashboard Interaction
There are different interactions that you can do to utilize our dashboards
Hover over: mouse over each data point to see more details
Select to filter by Activity: Click into the activity types to refine the data according to the activity type you select
Sort table: Click into the column header to sort the table