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When to use this

If you need reporting across your whole pipeline, do not download candidates posting by posting. A workspace-wide export pulls everyone, across every posting, into one file in a single run. Common use cases:
  • Recurring ROI or adoption reporting: one weekly file covering every active role
  • Custom reports: your team needs fields combined in a way the standard report does not cover
  • Handoffs to IT or analysts: give your internal team the complete dataset and let them build whatever reporting your org needs
  • Audits: a point-in-time snapshot of all candidate data
  • Offboarding: pulling everything you need before your subscription ends — see Offboarding, Exports & Data Retention
Exporting just a handful of candidates from one posting? Use the Download button on the candidate list instead. See Reviewing Candidates.

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Run a workspace-wide export

Path: Settings → Data export → New export
1

Open the export builder

Go to Settings → Data export and click + New export.
New export builder showing Selected postings and Entire workspace options, a section picker, and the Export summary panel

New export: choose Selected postings or Entire workspace, pick your data sections, and start the export.

2

Choose your scope

3

Choose which data to include

Search or browse sections to add. See the section guide below for what to pick.
4

Choose a format

The Export summary panel on the right shows your scope, format, and selected sections, plus a schema preview of the exact columns your file will contain with sample data.
5

Start the export

Click Start export. Large exports run in the background. You get an email when the file is ready, and it also lands in the list on Settings → Data export where you can re-download it any time.

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Which sections to include

Pick sections based on what your report needs. A typical pipeline or ROI report maps like this:
Posting-specific sections (Interview questions, Form results) vary by posting. If you are exporting them across multiple postings, use JSON or ZIP format instead of CSV.
Re-running the same report every week? Select the same sections each time so your columns stay consistent and any downstream tooling (spreadsheets, scripts, AI prompts) keeps working without changes.

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Build custom reports with GPT, Gemini, or Copilot

The export gives you all the raw data. From there, your team or your IT department can shape it into any report format, and AI tools make this fast: upload the CSV and describe the report you want. Example prompts that work well with a workspace export:
  • “Build a weekly pipeline report with one row per candidate: name, email, posting title, status, date created, form completion date, video interview completion date, match score, and candidate experience score.”
  • “Summarize adoption by posting: candidates invited, completed, shortlisted, and dismissed, with completion rate per role.”
  • “Compare average match score and candidate experience score across postings and flag roles below the workspace average.”
This is the workflow most customer IT teams use for recurring reporting: pull the full dataset on a schedule, then run a saved GPT, Gemini, or Copilot prompt against it to regenerate the report.
Exports contain candidate personal data. Before uploading them to any external AI tool, check your organization’s data handling policy, and prefer enterprise instances of these tools where your data is not used for training.

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Automate recurring pulls with the API

Exports from the app are run on demand. If you want fully hands-off recurring reporting, your IT team can pull the same data programmatically through the v2 Public API on whatever schedule you need, then feed it into the same AI prompts or BI tooling.

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Export history and governance

Every export is listed on Settings → Data export with type, status, candidate count, and file size. Use View for the export’s scope and sections, or Download to grab the file again. Filter by type or sort by date to find an older run.
Data export page listing past exports

Data export showing all exports with type, status, candidate count, size, and View or Download options.

Help: support@heymilo.ai or in-app chat.