Executive Summary
Apply-to-hire ratio and time-to-fill are two of the most critical HR recruitment metrics for tracking and optimizing your hiring process in PyjamaHR. This article explains what these metrics mean, why they matter, and how to access, interpret, and act on them using PyjamaHR’s analytics and reporting features. Whether you’re building custom reports or seeking to improve your recruitment funnel, this guide will help you unlock actionable insights and avoid common pitfalls.
Detailed Overview
What Are Apply-to-Hire Ratio and Time-to-Fill?
Apply-to-Hire Ratio:
The number of candidates who applied for a job divided by the number of hires made for that job. This metric helps you understand the efficiency of your recruitment funnel and the selectivity of your process.Time-to-Fill:
The total number of days between when a job is posted and when an offer is accepted. This measures the speed of your hiring process and helps identify bottlenecks.
Why Track These Metrics in PyjamaHR?
Optimize Your Recruitment Funnel:
Identify stages where candidates drop off or get stuck.Benchmark Performance:
Compare across roles, departments, or time periods.Improve Candidate Experience:
Reduce delays and streamline communication.Data-Driven Decisions:
Use real numbers to justify process changes or resource allocation.
Integration with PyjamaHR Features
Custom Reports:
Build reports that show apply-to-hire ratios and time-to-fill for each job or department.Stage Analytics:
Drill down into each stage of your hiring pipeline.Export & Share:
Download or share reports with stakeholders.
Step-by-Step Guide: Accessing and Using Apply-to-Hire Ratio and Time-to-Fill Metrics in PyjamaHR
Prerequisites
You must have access to the PyjamaHR Analytics or Reports module.
Ensure your job postings and candidate stages are up-to-date for accurate reporting.
Steps
Navigate to Analytics or Reports
- From your PyjamaHR dashboard, click on ‘Analytics’ or ‘Reports’ in the main menu.Select or Create a Custom Report
- Click ‘Create Report’ or select an existing report template.
- For custom reports, choose the ‘Recruitment Funnel’ or ‘Job Performance’ report type.Choose Metrics to Display
- In the metrics selection panel, check ‘Apply-to-Hire Ratio’ and ‘Time-to-Fill’.
- (Screenshot: Show the metrics selection panel with these options highlighted.)Filter by Job, Department, or Date Range
- Use the filters at the top to narrow down by specific jobs, departments, or custom date ranges.
- (Screenshot: Filters section with job and date range fields.)View and Interpret the Data
- The report will display:Apply-to-Hire Ratio: e.g., 1 hire per 25 applicants.
Time-to-Fill: e.g., 18 days average for Software Engineer role.
Hover over data points for more details or click to drill down by stage.
Export or Share the Report
- Click ‘Export’ to download as CSV or PDF.
- Use ‘Share’ to send the report to team members.
For Power Users:
Use ‘Stage Analytics’ to see conversion rates at each step (e.g., Applied → Interviewed → Hired).
Combine filters (e.g., by recruiter, location) for granular insights.
Advanced Usage & Best Practices
Benchmark Regularly:
Compare apply-to-hire and time-to-fill across different roles or time periods to spot trends.Set Targets:
Use historical data to set realistic benchmarks for your team.Investigate Outliers:
If a role has a high apply-to-hire ratio but a long time-to-fill, review your screening or interview process.Automate Reporting:
Schedule reports to be sent automatically to stakeholders.Integrate with Other Tools:
Export data for further analysis in Excel or BI tools if needed.
Do’s and Don’ts
Do:
Keep your job and candidate data updated for accurate metrics.
Use filters to avoid skewed data (e.g., exclude jobs with zero applicants).
Don’t:
Don’t compare vastly different roles without context.
Don’t ignore outliers—investigate them for process improvement.
Troubleshooting & Common Issues
Common Issues
Metrics Not Displaying:
Ensure you have selected the correct metrics in the report builder.
Check that jobs have both applicants and hires recorded.
Data Seems Inaccurate:
Confirm that all candidate stages are updated (e.g., don’t leave hires unmarked).
Check date ranges and filters for accuracy.
Report Export Fails:
Try refreshing the page or clearing browser cache.
If the issue persists, contact PyjamaHR support.
What If Scenarios
What if I see a 0% apply-to-hire ratio?
Check if any candidates have been marked as ‘Hired’ for that job.
What if time-to-fill is unusually high?
Review the candidate journey for bottlenecks or delays.
Comprehensive FAQ
How is apply-to-hire ratio calculated in PyjamaHR?
Number of applicants divided by number of hires for a job.How is time-to-fill calculated?
Number of days from job posting to offer acceptance.Can I view these metrics by department or recruiter?
Yes, use the filters in the report builder.Can I customize the date range for these metrics?
Yes, select custom date ranges in the filter section.Why is my apply-to-hire ratio so high?
This may indicate a highly selective process or a mismatch between job requirements and applicants.Why is my time-to-fill so long?
Look for bottlenecks in your process, such as slow interview scheduling.Can I export these metrics?
Yes, use the ‘Export’ button in the report view.Do these metrics update in real time?
Metrics update as soon as candidate stages are updated.Can I schedule these reports?
Yes, use the scheduling feature in the Reports module.What if I need a metric not available in the default reports?
Contact support to request additional custom metrics.Can I see stage-wise conversion rates?
Yes, use the ‘Stage Analytics’ feature.What if my report shows blank data?
Ensure you have selected jobs with applicants and hires.
Related Features & Next Steps
Related Features:
Stage Analytics: For deeper funnel analysis.
Custom Reports: Build tailored analytics dashboards.
Automated Workflows: Speed up candidate movement to reduce time-to-fill.
Recommended Next Steps:
Review and update candidate stages regularly.
Set up scheduled reports for ongoing monitoring.
Explore related articles:
Still have questions?
If you encounter issues not covered here, reach out to PyjamaHR Support with your specific scenario for personalized assistance.
Keywords: apply-to-hire ratio, time-to-fill, recruitment metrics, custom reports, PyjamaHR analytics, recruitment funnel, HR reporting