Level Up Your Analytics with Calculated Fields

Five real\-world examples to inspire your next custom metric\.

How to navigate this Playbook

Use this playbook to explore real\-world examples of Calculated Fields and spark ideas for your own custom metrics\.

Follow the examples in order, or jump directly to the one most relevant to your team using the navigation panel on the left\.

Who this playbook is for:

Recruiting operations and analytics owners building custom reporting

Admins responsible for configuring Data Mapping and calculated fields

Talent leaders looking to surface deeper insights from their hiring data

Examples you'll explore

Tracking Opening Age Quickly spot fresh roles and flag openings that may be stalled or going stale\.

Monitoring Employee Activity Understand user trends — who’s logging in frequently, who’s falling off, and how adoption is shifting over time\.

Categorizing Candidate NPS Turns raw NPS numbers into clear categories for easier storytelling\.

Grouping by Cost Center** Report on cost centers without altering the department structure in Ashby\.

Visualizing Recruiting Status Gives visibility into how openings are progressing toward being filled and helps identify where roles may be stuck or moving slower than expected\.*

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What are Calculated Fields?

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Calculated Fields are an advanced feature that allow you to remap ATS data for reporting purposes\.

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Where do I find Calculated Fields in Ashby?

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Navigate to Admin > Data Management > Calculated Fields\.

Before you dive in

📚 Want a deeper dive? Explore the Calculated Fields article in the Ashby Knowledge Base\.[](https://www.ashbyhq.com/resources/terms-ai-features)

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Tracking Opening Age

Why it's useful

See how long openings have been live so you can focus on those that are stuck, slowing down, or going stale\.
Add this field to recruiter dashboards to track workload balance
Flag stale openings during weekly pipeline reviews

What it does

Groups openings by how long they have been open\.

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Quickly spot fresh roles and flag openings that may be stalled or going stale\.

How to build it

Create a Calculated Field on the Openings object\.

Use Duration \(Opened At → Today\) as your key field\.

Add filter buckets: 0–30, 31–60, 61–90, 91\+\.

Video 💡Take it a step further: Pair with Recruiter as a grouping field to see who is carrying older

requisitions\.

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Monitoring Employee Activity

Why it's useful

Track overall product adoption
Identify users who may need training or nudges
Spot power users and champions

What it does

Groups employees by the date they were last active in Ashby\.

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Understand user trends — who’s logging in frequently, who’s falling off, and how adoption is shifting over time\.

How to build it

Create a Calculated Field on the Employees object\.

Use Last Active Date as your key field\.

Add filter buckets: Today, Last 7 Days, Last 30 Days, etc\.

Video 💡Take it a step further: Surface this field in a Time Series to show adoption momentum — increasing logins over time is a strong signal of success\.

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Categorizing Candidate NPS

Why it's useful

Add a chart showing candidate experience healthTrack overall product adoption
Group NPS by department, recruiter, or stage
Report on trends in candidate satisfaction over time

What it does

Groups Candidate Experience Survey responses into Promoter, Passive, and Detractor categories\.

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Turns raw NPS numbers into clear categories for easier storytelling\.

How to build it

Add a Calculated Field on the Candidate Experience Survey object\.

Set Buckets: \- Promoter \(9–10\) \- Passive \(7\-8\) \- Detractor \(0\-6\)

Video 💡Take it a step further: Pair with Stage Name in a pivot to uncover where detractors are created\.

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Grouping by Cost Center

Why it's useful

Add to finance\-facing dashboards
Track spend by cost center
Segment hiring velocity by business unit

What it does

Groups departments or teams into higher\-level cost center buckets\.

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Report on cost centers without altering the department structure in Ashby\.

How to build it

Create a Calculated Field on the Jobs object\.

Define parent/child relationships to roll up multiple departments into one cost center\.

Video 💡Take it a step further: Layer cost centers into Headcount Plan reports to align recruiting output with budget\.

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Visualizing Recruiting Status

Why it's useful

Visualize openings by stage \(Approved, Open, Interviewing, Offer, or Filled\)Add to finance\-facing dashboards
Use in the Openings Dashboard to monitor recruiting progress

What it does

Tracks where each opening is in the recruiting process based on its current activity or status\.

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Gives visibility into how openings are progressing toward being filled and helps identify where roles may be stuck or moving slower than expected\.

How to build it

Create a Calculated Field on the Jobs object\.

Create buckets based on status and the number of candidates in the Offer and Active stage types\.

Video 💡Take it a step further: Use this field to visualize how openings move through recruiting milestones based on hiring team members and department\.

Calculated Fields unlock reporting superpowers\. With just a few minutes of setup, you can surface insights that are otherwise buried or impossible to measure\. These five examples show the range of what’s possible — from operational hygiene to candidate experience to financial reporting\.

Key Takeaways

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