ClearInsights Prebuilt Liveboard: Time to Fill Overview

The Time to Fill Prebuilt Liveboard shows the average number of days it takes each recruiter to fill an opening on a requisition, then breaks it down by role and over time.

In this article:
Purpose
Metrics Available
Default Filters
Attributes Available
F.A.Q
Additional Resources

Purpose

The Time to Fill provides valuable insights into the efficiency and effectiveness of an organization's recruitment process.

What kind of questions can this liveboard answer?

1. What is the average time it takes to fill a job opening within the organization?
2. Which specific roles have the longest time to fill metrics, and are there patterns or trends?
3. Are there any significant variations in time to fill between different departments or teams?
4. Is there a correlation between the number of interview rounds and the time to fill for specific positions?
5. Are there any bottlenecks in the hiring process that are contributing to longer time to fill metrics?
6. Which candidate sources are most effective in reducing time to fill?
7. Is there a seasonal pattern for the time-to-fill metric?
8. Is there a specific recruiter or hiring manager who fills positions faster than average, and are there opportunities to upskill other recruiters or hiring managers?

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Metrics Available

• Average Time-to-Fill (Days)
• Openings Filled
• Average Days to Fill by Recruiter (min 5 hires)
• Change in Average TTF (Days)
• Change in Openings Filled
• Openings Filled & TTF by Role
• Openings Filled & TTF by Month

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Default Filters

1. Time Frame: Last 360 Days.
2. Data Source: Filled Date. Note: Depending on your system settings, this data point will be set to one of the following options:
   • Candidate entered the hired macro stage
   • Candidate's hire date
   • Candidate's offer letter acceptance date

Please note: The candidate must be moved to the 'Hired' workflow for the report to capture or calculate the requisition. Specifically, the candidate needs to be in the 'Hired' workflow to be counted as hired for Time to Fill or Time to Hire metrics. This is how ClearCompany determines who is considered hired, and this setting specifies when they were hired. 

Attributes Available

Custom Fields

Candidate and Requisition Custom Fields can also be included. To add custom fields, the prebuilt liveboard must be duplicated.

Attribute	Origin	Description
Requisition Title	Requisition	Requisition Title is populated from the requisition job title field.
Requisition Role	Requisition	The role is populated from the requisition role dropdown field.
Requisition ID	Requisition	Depending on your system settings, requisition ID will be either the auto-populated requisition ID or the user-provided requisition ID. When the auto-populate is enabled, ClearCompany assigns the ID upon the requisition's initial save. Requisition IDs must be unique across the organization and cannot be reused, even for unposted or deleted requisitions and templates. For more information, refer to: ATS Settings: Requisitions.
Daily Date Requisition Opened	Requisition	The date is displayed as the requisition's open date. This is automatically assigned when the requisition is created, regardless of status. This can be manually changed with the 'Select a open date' field on the requisition.
Daily Date Requisition Closed	Requisition	The date a requisition is closed will be reflected here. This column will display "Null" if the requisition is still open. If the position is reopened and closed, it will replace the date.
Daily Time to Fill- Start Date	Requisition	Depending on your system settings, this data point will be set to one of the following options: Requisition Open Date, Requisition Started Approval, Requisition Approved, or Requisition Publicly Posted. Currently, requisitions have to be posted to use the posting date; otherwise, it will use the open date.
Daily Time to Fill End Date	Requisition	Depending on your system settings, this data point will be set to one of the following options: Candidate entered hired macro stage, candidate's hire date, candidate's offer letter acceptance date.
Average Time to Fill (Days)	Requisition	The total number of days for Time-to-Fill, calculated as the difference between the Time-To-Fill Report Start Date and Time-To-Fill Report End Date. For more information, refer to: ATS Settings: Requisitions.
Total Number of Openings	Requisition	The number of openings assigned to the requisition. This field is optional and inputted under the Administrative Info section of a requisition.
Department	Requisition	The department is populated from the requisition in the administrative info section.
Requisition Office	Requisition	The office is populated from the requisition in the administrative info section.
Hiring Manager	Requisition	This data point is populated from the requisition in the hiring team section.
Recruiter	Requisition	This data point is populated from the requisition in the hiring team section.
Candidate Source	Application	Candidate Source is populated from the candidate profile and indicates where the candidate applied from, such as a job board or referral. This is automatically recorded when they apply, but it can also be manually added or updated in the candidate’s profile.

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F.A.Q.

Does the Liveboard include all requisitions?

Yes. It includes requisitions in any status—open, on hold, or closed.

To report Time-to-Fill accurately, what should we do after we’ve met the planned number of hires on a requisition but need more?

It depends on how you want to measure:

• Track all hires together (planned + unplanned): keep using the same requisition so they share one Time-to-Fill.
• Track planned vs. unplanned separately: open a new requisition for the additional hires.
• Note on historical data: changing the Time-to-Fill start event to Open Date will affect past results. It generally shortens Time-to-Fill, and any records where the Open Date is after the fill date are excluded (to avoid negative values).

How is Time-to-Fill calculated if there are multiple Offer Letter Completed dates, or if the offer is completed after the requisition is closed?

Time-to-Fill = Offer Letter acceptance date minus your configured start event (e.g., Requisition Approved, Open Date, etc.). If a candidate has multiple offer letters, we use the earliest accepted one. If acceptance occurs after the requisition is closed, we still use that acceptance date.

If using the Candidate offer letter acceptance date and the requisition has 11 openings, how is the time to fill number calculated?

The number of openings doesn’t factor into the calculation. Time-to-Fill is computed per hire and, when shown on an aggregated level, it is averaged across those hires.

If our start event is Requisition Approved but some requisitions don’t go through approval, will those still appear?

Yes. For requisitions without an approval workflow, we use the Open Date as the start event.

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Additional Resources

ClearInsights: Talent Acquisition Data & Attributes
ClearInsights: Talent Development Data & Attributes
Custom Fields Overview