Overview
This article explains how Admins can generate, track, download, and manage user reports from the Download Reports section of the Admin Panel.
A report is a spreadsheet that includes user information and activity statistics, such as:
- Resumes created
- Jobs tracked
- Cover letters created
- Mock interview activity
- User status
- Group or staff associations
Reports give Admins a simple way to export and review user data based on the exact criteria they choose.
How Reports Work
Because institutions may have a large number of users, reports are generated in the background instead of making you wait on the page.
The process works like this:
- Configure your report
Name the report, choose which users to include, select a date range, and choose the columns you want. - Report is queued
The report appears in your Report History with a Queued status while the system builds it. - Report becomes ready
Once finished, the status changes to Ready, and you will receive an email notification. - Download the report
Click Download to access the file through a secure, time-limited link. - Report expires automatically
Reports are automatically deleted after 30 days. If a report expires, you can regenerate it with one click.
Step 1: Open the Download Reports Page
There are two ways to access the Reports section.
Option 1: From the side navigation
Click Reports in the left navigation menu. This item is marked with a New badge.
Option 2: From the Download Report button
You can also click the Download Report button from the Dashboard or the All Users page. This will take you directly to the Reports section.
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The Reports link appears in the left navigation menu, and the Download Report button is available on the Dashboard.
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The same Download Report button is also available on the All Users page.
Once you open the section, you will land on the Download Reports page, where the Report History table shows your previously generated reports.
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The Download Reports page shows report history. A banner at the top reminds Admins that report files are automatically deleted after 30 days.
Step 2: Generate a New Report
To create a new report, click Generate New Report in the top-right corner of the page.
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Click Generate New Report to open the Report Configuration window.
This opens the Report Configuration window, where you can set up your report.
1. Report Name
Enter a clear name in the Report Name field. This field is required and helps you find the report later in your history.
Example:
Weekly Active Users Report
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Give your report a descriptive name so it is easy to identify later.
2. User Status
Use the User Status dropdown to choose which users to include in the report.
Available options include:
- All Users: Includes every user
- Invited: Includes users who have been invited
- Onboarding Not Completed: Includes users who accepted the invite but have not completed onboarding
- Onboarding Completed: Includes users who accepted the invite and completed onboarding
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Select the user segment you want to include in the report.
3. Date Range
Use the Date Range dropdown to limit the report to a specific time period.
The default option is All Time. You may also choose preset ranges or select Custom.
When you select Custom, the Start Date and End Date fields appear so you can choose an exact date range.
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Choosing Custom reveals Start Date and End Date fields for a precise report range.
4. Select Columns to Export
Choose which columns or metrics you want to include in the report.
You can select columns in three ways:
Select All
Click Select All to include every available column in the report.
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Select All adds every available column to the report in one click.
Search Columns
Use the Search columns box to quickly find a specific column by name.
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Use the search field to quickly filter the column list.
Pick Individual Columns
Tick the checkbox next to each column you want to include.
A counter shows how many columns have been selected. You can also hover over the info icon next to a column to see its definition.
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Select individual columns and hover over the info icon to understand each column’s meaning.
5. Generate the Report
When you are finished configuring the report, click Generate Report.
To exit without creating a report, click Cancel.
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Click Generate Report to queue the report, or Cancel to close the configuration window.
Note:
After clicking Generate Report, the report will appear in your Report History with a Queued status. You do not need to stay on the page while the system builds it.
Step 3: Track Status and Download Reports
All generated reports appear in the Report History table.
Each row shows:
- Report name
- Requested by
- Date requested
- User status
- Date range
- Report status
- Action button
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The Report History table lists each report along with its status and available actions.
Report Statuses
Reports may show one of the following statuses:
- Queued: The report is still being generated
- Ready: The report is finished and available for download
- Expired: The report file has passed the retention period and has been removed
Download a Ready Report
When a report shows Ready, click Download in the Action column.
The system provides a secure, time-limited download link. You will also receive an email notification when the report is ready.
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Click Download next to any report marked Ready.
Regenerate an Expired Report
When a report shows Expired, the action button changes to Generate.
Click Generate to rebuild the report using the same original settings.
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Click Generate to rebuild an expired report with its original settings.
Search and Refresh Reports
Search
Use the Search reports box to find a report by name.
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Search your report history to quickly locate a specific report.
Refresh
Click the refresh icon to update the table and check whether a queued report has become ready.
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Use the refresh button to update report statuses.
Pagination
At the bottom of the table, you can adjust how many rows appear per page and move between pages using Previous and Next.
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Adjust rows per page and navigate between report history pages.
Step 4: View Report Details
To review the exact settings used for a report, open the Report Details view from the Report History table.
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Open a report row to view its full configuration.
The Report Details window shows:
- Report name
- Status
- Requested by
- Date requested
- Date range
- User segment
- Selected columns
You can also download the report directly from this window.
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The Report Details window summarizes the report configuration and selected columns.
Column Availability During Regeneration
Next to each selected column, a green check or red cross shows whether that column is still available in the system.
- ✅ Green check: The column is still available
- ❌ Red cross: The column is no longer available and will not be included if the report is regenerated
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A green check means the column is still valid. A red cross means the column is no longer available for regeneration.
Key Notes for Admins
- Reports are spreadsheets of users and activity statistics based on your selected criteria.
- Reports are generated in the background.
- A new report first appears as Queued, then changes to Ready when complete.
- You will receive an email notification when a report is ready to download.
- Admins can choose the user segment, date range, and exact columns to include.
- Hover over the info icon to read each column’s definition.
- Download links are secure and time-limited.
- Report files are automatically deleted after 30 days.
- Expired reports can be regenerated using their original settings.
- The Report Details view lets you review the report configuration before downloading or regenerating.
Conclusion
The Download Reports section gives Admins a simple and flexible way to export user data from the Admin Panel.
By choosing the right user segment, date range, and columns, Admins can build the exact report they need, track its progress, and download it once it is ready.
With background processing, email notifications, secure download links, and one-click regeneration, this feature keeps reporting reliable and easy to manage as your institution grows.