Using Filters to Export Performance Dashboard Data

Filters are the difference between a useful export and an unwieldy spreadsheet. By applying the right filters on the Performance dashboard before you export, you produce a focused dataset that answers the specific question you're trying to ask — whether that's tracking a team's progress, or preparing a leadership pack.

Who this is for: Administrators and Managers

Read time: 5 minutes

Why filter before you export?

The Performance dashboard can contain thousands of reviews across multiple templates, cycles, sites, and roles. Exporting everything and filtering in Excel afterwards is slow, error-prone, and unnecessary. Filtering at the dashboard level gives you:

A smaller, cleaner export — only the rows you actually need.
Faster downloads — large unfiltered exports take noticeably longer to generate.
Lower risk — fewer rows of sensitive data means less to manage and secure.
Answers that match the view. What you see on the dashboard is what you get in the export — no reconciling differences later.

Prerequisites

You must have Administrator or Manager permissions in Prosper.
The Performance Reviews module must be enabled for your organisation.
At least one review must exist against an enabled template for the dashboard to display data.

How to filter and export

Step 1 — Open the Performance dashboard

From the Prosper main menu, navigate to Performance.
Open the Dashboard view.

Step 2 — Apply your filters

The filter panel sits at the top of the dashboard. Apply filters in the order that narrows the dataset most efficiently — usually template first, then organisational scope and status.

As you apply each filter, the dashboard updates in real time, so you can confirm the dataset is right before you export.

Step 3 — Review the filtered dashboard

Before exporting, sanity-check what you're looking at:

Does the review count match what you expected?
Are the right templates and cycles represented?
Have you accidentally filtered out something you wanted included?

This 30-second check saves rework later.

Step 4 — Export the filtered data

Select Export in the top-right of the dashboard.
Confirm the export format (typically CSV or XLSX).
Confirm the export. The file reflects exactly the data shown in the dashboard with your filters applied.

For full guidance on what's included in the export and how to work with the file afterwards, see Exporting Performance Review Data.

Filter reference

Each filter has a specific purpose. Use them in combination to scope the export precisely.

Current Reviews

Limits the export to reviews completed against the selected template version. This is the most important filter for clean reporting — different templates have different questions and rating scales, so mixing them in one export usually isn't useful.

Use when: reporting on a specific review cycle (for example, FY26 H1 Frontline Review).

Status

Limits to Upcoming, Completed, Overdue, Not Scheduled, Waiting on employee, Waiting on manager or any combination.

Use when:

Completed only — calibration, pay reviews, succession planning.
In Progress — tracking cycle progress and chasing completion.
Not Started — identifying managers who haven't begun reviews.

Location

Filters reviews by the reviewee's site. Particularly useful in multi-site organisations where calibration is run per site.

Use when: preparing a site-specific calibration pack or reporting to a site manager.

Team

Filters reviews by the reviewee's department. Useful for HRBPs aligned to specific functions.

Use when: reporting on a function (for example, all Operations reviews) or comparing departments.

Manager

Filters reviews by the reviewer (manager). Useful for one-on-one coaching conversations with a specific manager, or for checking rating consistency.

Use when: reviewing how a specific manager is rating their team, or auditing reviews conducted by a single reviewer.

Common filter combinations

Calibration pack for a site

Template: current cycle template
Status: Completed
Site: single site

Produces a clean view of every completed review at that site for the current cycle.

Completion chase list

Template: current cycle template
Status: Not Started, Overdue, Waiting on employee, Waiting on manager

Identifies every review that still needs attention, with manager and reviewee details for follow-up.

Manager consistency audit

Template: current cycle template
Status: Completed
Manager: specific reviewer

Surfaces every review a single manager has completed, useful for understanding their rating patterns.

Year-on-year trend

Template: same template across two cycles
Date range: cycle window for both years
Status: Completed

Best produced as two separate exports (one per cycle) and combined in Excel or a BI tool, since template versions usually change between cycles.

High-performer succession list

Template: current cycle template
Status: Completed
Rating: top two rating bands

Surfaces a focused population for succession and talent conversations.

Tips and best practices

Filter first, export second — every time. Build the habit of confirming the dashboard view matches your intent before clicking Export.
Document the filters you used. When sharing an export with a leader, include a brief note on filters applied — "FY26 H1, completed reviews, NSW sites only" — so they understand exactly what they're looking at.
Save common filter combinations in a runbook. If your team produces the same calibration pack each cycle, write down the filter combination so anyone on the team can reproduce it.
Don't over-filter. Very narrow filters can produce datasets too small to be meaningful — for example, "all duty managers at one site with completed reviews" might return three people. Widen the scope when you need statistical signal.
Use the dashboard for exploration. Before exporting, use the visual dashboard to answer the question. Often you don't need the export at all.

Troubleshooting

The export contains different data than the dashboard shows.
This almost always means a filter wasn't applied when you exported. Reapply filters, confirm the dashboard view matches, then export again.

I applied filters but the export is still huge.
Check whether your filters are inclusive (multiple sites selected, broad date range, all statuses included). Open the filter panel and review every active filter.

The dashboard shows reviews that don't appear in the export.
Check the date range filter on the export — some dashboard cards may use a different default date field than the export. Align the date settings and re-run.

Can I save a set of filters as a preset?
Not currently. Document your filter combinations externally (in a runbook or shared note) until preset filters are available.

Can I share a filtered view with another administrator?
You can share the export file directly, or guide them through the same filter combination. Filter URLs aren't currently shareable.

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