The Time to fill report helps you analyze how long it takes to fill vacancies after they are moved to the Opened status. Unlike the Time to hire report, which focuses on the candidate journey, the Time to fill report focuses on the vacancy and shows how much time passes from when a vacancy is opened until a candidate is hired. The report includes vacancies in all statuses, except deleted ones. It shows hiring speed across vacancies and helps you compare results by vacancy, position, division, department, or location.
This report helps you evaluate the efficiency of your recruitment process, identify where hiring may be taking longer than expected, and make more informed decisions about planning, prioritization, and overall recruitment strategy.
Access report and use filters
To open the report, go to Reports > Time to fill. The report includes summary widgets and a table.
At the top of the page, you can see:
Total vacancies
Total applications
Hired stage
Avg. time to fill
Below the widgets, the table helps you review the same data in more detail.
The Time to Fill report includes filters by date range when the candidate applied (or was added to the vacancy), job level and hiring lead. These filters allow you to customize your search and obtain specific information that interests you.
You can switch between tabs to group the same filtered data in different ways:
Vacancies
Positions
Divisions
Departments
Locations
For example, if you select Departments, the report will provide information on the number of candidates, hired employees, minimal/maximum fill time, and average time for each division in your organization.
You can also sort the data in the report. Here's how to do it:
Understanding the report
To read the report correctly, it is important to understand what each widget and table value represents. The data shown in the report is based on the selected filters. The information below explains what each widget and table parameter means.
Widgets
The widgets at the top of the page help you quickly evaluate the overall hiring results in the selected dataset
Total vacancies shows the number of vacancies included in the report after the selected filters are applied.
Total applications shows the total number of candidates across all vacancies included in the report for the selected period.
The Hired stage widget shows:
the number of candidates in the Hired stage
the percentage of hired candidates out of all candidates in the filtered report
🧮 Formula:
Hired % = Number of hired candidates / Total applications × 100
Example:
Total applications = 12
Hired stage = 4
Calculation:
4 / 12 × 100 = 33.33%, which is displayed as 33%
If a candidate was moved to Hired and later returned to another stage, they are not counted in this widget.
The Avg. time to fill widget shows the average time to fill across all hired candidates included in the report.
This means the widget is calculated from candedate individual fill time values, not as a simple average of row-level Avg. time values.
Example:
If the report includes 4 hired candidates with fill times of 558, 559, 553, and 637 days, the calculation is:
(558 + 559 + 553 + 637) / 4 = 576.75, which is displayed as 577 days
Table
The table shows detailed hiring data based on the selected tab. It helps you review hiring results by vacancy, position, division, department, or location.
Each row includes:
the group name, depending on the selected tab
the date when the vacancy was moved to the Opened status for the first time
total number of candidates in that row
number of candidates in the Hired stage in that row
the shortest time to fill in that row (Min fill time)
the longest time to fill in that row (Max fill time)
the average time to fill in that row (Avg time)
How the Hired percentage is calculated
The percentage shown in the Hired column is calculated against the number of candidates in the same row.
🧮 Formula:
Hired % = Hired / Candidates × 100
Example:
If one row has 6 candidates and 2 of them are in the Hired stage, the result is:
2 / 6 × 100 = 33.33%, displayed as 33%
How time values are calculated
In this report, time to fill is calculated as the number of calendar days between:
the date when the vacancy was moved to Opened
the date when the candidate was moved to the Hired stage
🧮 Formula:
Time to fill = Date moved to Hired − Date opened
These values are calculated only for candidates in the Hired stage. All time values are rounded to the nearest whole day.
Export data
All reports can be exported to .xlsx or .csv by clicking the three-dot menu in the upper-right corner of the page.
Set up access rights
Access to the Time to fill report is controlled by role permissions. This step is needed to make the report available only to users who should be able to view company recruitment analytics.
📌 Note that you must have the appropriate administrator rights to be able to configure access rights.
To grant users access to the Time to fill report:
Go to Settings → Roles and permissions.
Open the needed role to edit it.
Scroll to the Reports section.
Enable the Time to fill in the Company reports field.
Save the changes.
After that, users with this role will be able to open the report.
FAQ
What is the difference between Time to hire and Time to fill reports?
What is the difference between Time to hire and Time to fill reports?
These two reports measure different parts of the recruitment process.
Time to fill focuses on the vacancy. It shows how much time passes from when a vacancy is opened until a candidate is hired.
Time to hire focuses on the candidate. It shows how much time passes from when a candidate is added to a vacancy until they are moved to the Hired stage.
A simple way to remember the difference is this:
you fill a position
you hire a candidate