# Data Overview

Ashby exposes a wide range of recruiting data through Coupler.io — from top-of-funnel candidate sourcing all the way through to offer management. You can pull structured data about every stage of your hiring process and combine entities to build meaningful reports.

## Available entities

| Entity                    | Best used for                                                |
| ------------------------- | ------------------------------------------------------------ |
| Applications              | Pipeline tracking, stage conversion rates, time-to-hire      |
| Candidates                | Talent pool analysis, source attribution, diversity tracking |
| Jobs                      | Open requisitions, headcount planning                        |
| Job postings              | Career page coverage, job board distribution                 |
| Offers                    | Offer acceptance rates, compensation benchmarking            |
| Interview schedules       | Interviewer workload, scheduling efficiency                  |
| Feedback form definitions | Interview process consistency                                |
| Archive reasons           | Rejection analysis, pipeline quality                         |
| Sources                   | Source-of-hire reporting                                     |
| Departments               | Hiring by team or org unit                                   |
| Locations                 | Hiring by office or region                                   |
| Candidate tags            | Talent segmentation                                          |
| Custom fields             | Any additional structured data your team has configured      |
| Users                     | Recruiter activity and workload                              |

## Key fields by entity

#### Applications

| Field          | Description                                          |
| -------------- | ---------------------------------------------------- |
| Application ID | Unique identifier for the application                |
| Candidate ID   | Links to the candidate record                        |
| Job ID         | Links to the job requisition                         |
| Status         | Current application status (active, archived, hired) |
| Current stage  | The interview stage the application is in            |
| Created at     | When the application was submitted                   |
| Updated at     | Last update timestamp                                |
| Archive reason | Reason for rejection if applicable                   |
| Source         | How the candidate was sourced                        |

#### Candidates

| Field        | Description                    |
| ------------ | ------------------------------ |
| Candidate ID | Unique identifier              |
| Name         | Full name                      |
| Email        | Primary contact email          |
| Phone        | Contact phone number           |
| Tags         | Applied candidate tags         |
| Created at   | When the candidate was added   |
| Source       | Origin of the candidate record |

#### Jobs

| Field      | Description                     |
| ---------- | ------------------------------- |
| Job ID     | Unique identifier               |
| Title      | Job title                       |
| Department | Associated department           |
| Location   | Office or remote designation    |
| Status     | Open, closed, or draft          |
| Created at | When the requisition was opened |

#### Offers

| Field          | Description                               |
| -------------- | ----------------------------------------- |
| Offer ID       | Unique identifier                         |
| Application ID | Links to the application                  |
| Status         | Pending, accepted, declined, or rescinded |
| Created at     | When the offer was extended               |

#### Interview schedules

| Field          | Description                     |
| -------------- | ------------------------------- |
| Schedule ID    | Unique identifier               |
| Application ID | Links to the application        |
| Start time     | Scheduled interview start       |
| End time       | Scheduled interview end         |
| Interviewers   | Users assigned to the interview |

## Common field combinations

These joins across entities are especially useful for recruiting analytics:

* **Applications + Candidates + Jobs** — full pipeline view with candidate details and role context
* **Applications + Sources** — source-of-hire analysis to see which channels produce the most applicants
* **Applications + Archive reasons** — rejection analysis to understand where candidates drop off
* **Offers + Applications** — offer acceptance rate by role, department, or source
* **Interview schedules + Users** — interviewer workload and scheduling patterns

Use the **Join** transformation in Coupler.io to combine these entities in a single data flow.

## Use cases by role

{% tabs %}
{% tab title="Talent acquisition" %}

* Track pipeline conversion rates from application to offer by stage
* Measure time-to-hire and time-in-stage for each job opening
* Analyze which sources (job boards, referrals, events) produce the most hires
* Monitor offer acceptance rates and spot patterns in declines
  {% endtab %}

{% tab title="People & HR" %}

* Report on hiring velocity by department and location
* Track headcount growth against open requisitions
* Audit archive reasons to identify bias or process gaps
* Use custom fields data to capture and analyze structured interview feedback
  {% endtab %}

{% tab title="Hiring managers" %}

* See real-time status of candidates for their open roles
* Review scheduled interviews and feedback form completion
* Get a snapshot of how many candidates are at each stage of their pipeline
  {% endtab %}

{% tab title="Finance & ops" %}

* Forecast headcount costs using open jobs and offer data
* Track recruiting spend per hire by combining source data with hiring outcomes
* Align hiring timelines with budget cycles using requisition and offer timestamps
  {% endtab %}
  {% endtabs %}

## Platform-specific notes

* The **start date** parameter filters records based on their creation or update timestamp — use it to limit large exports to a recent window
* **Custom fields** appear as separate columns in your export; field names reflect what your team configured in Ashby
* **Archive reasons** and **candidate tags** are lookup tables — join them to Applications or Candidates to get human-readable labels
* User records include recruiters and hiring managers but may not reflect deactivated accounts in all cases
* Ashby's API returns data in pages; Coupler.io handles pagination automatically so you always get complete results