What this feature does and when to use it?
The Time to Hire Report helps you measure the efficiency of your hiring process by showing how long it takes to fill jobs and how much time candidates spend at each stage of your hiring pipeline.
Using this report, you can measure the average time it takes for the entire hiring process for different jobs! Time to Hire Report measures the time between the creation of a job to when the first candidate is placed and the average time to hire for all placements for the job. You can also measure the average time for each hiring stage in your hiring pipeline.
These metrics will not only help you get an overview of the time to hire for individual jobs, but you can also compare the time taken to hire for different jobs and how long a candidate has spent in each hiring stage.
The report presents the data through an interactive bar chart and a detailed table, allowing you to compare hiring timelines across selected jobs and hiring stages. You can click most bars in the chart to view the underlying candidate records, and export both the charts and report data for further analysis or sharing.
Generate and Analyze the Time to Hire Report
1. Open the Time to Hire Report
Navigate to the Reports section from the left-hand navigation menu and open the Time to Hire Report.
2. Select the jobs
Choose the job or jobs you want to include in the report.
You can:
• Use the Quick View filters to narrow down the list of jobs.
• Perform the Add Filter or the Boolean Search to find specific jobs based on your search criteria.
![Screen Recording 2026-09-29 at 11.49.32 AM.mov [video-to-gif output image]](https://downloads.intercomcdn.com/i/o/t8m01b3j/2700678900/ce4b8118b9b8b514b67b6faa3993/ezgif-56e4c95b6e878888.gif?expires=1790947800&signature=3ae77342af617c381c8817001c8ad8090e8a26272c072bebd6b4ef7c5bc962aa&req=dicnFs95lYhfWfMW1HO4zRWvPo%2BZh%2FaxAH6C%2BNf4qhiKPteeNyKmC39dXJxN%0A1kZX%2F6QjfB%2BkW6jYvgU%3D%0A)
Once you've identified the required jobs, select them using the corresponding checkboxes, then click Select Jobs to confirm your selection.
3. Select the hiring stages (KPIs)
Open the KPI dropdown and select the hiring stages you want to analyze in the report. These stages are used to calculate the average time candidates spend at each stage of your hiring pipeline.
4. Generate or save the report
Click Generate Report to run the report.
If you want to reuse the same report configuration in the future, click Save and Generate Report. This saves the report settings while generating the report immediately.
Once the report is generated, you'll see:
1. A bar chart displaying the average time taken for candidates to move through each selected hiring stage. All bars in the chart are clickable. Click any bar to view the list of candidates associated with that hiring stage for the selected jobs.
Within the detailed report, you can:
• Review the underlying candidate records.
• Sort the data by clicking any column header.
• Customize the displayed information using Edit Columns.
• Apply additional filters to narrow down the results.
• Perform a Boolean Search to quickly locate specific candidates.
• Export the filtered candidate list as a CSV file.
📌 Please note: One of the bars in the chart represents an aggregate metric and is therefore not clickable.
2. A detailed table below the chart displaying both the average time and the actual time taken for each hiring stage across the selected jobs, allowing you to compare hiring timelines and identify stages that may be causing delays.
Export the Report
You can export the report in multiple ways:
• Click the Export icon in the top-right corner of the bar chart to download the chart as a PNG, JPG, or SVG image.
• Click Export Report to CSV in the table section to download the detailed Time to Hire report as a CSV file.
• Click any bar in the chart to open the detailed candidate list for that KPI, then click Export Report to CSV to download the detailed report as a CSV file.
Here is how the two metrics on the Time to Hire Report are calculated:
1. Time for the first candidate to reach a specific stage = Date of specific Hiring Stage (Stage Date) - Date on which job was created
2. Average time for all candidates to reach a specific stage = Total time taken / Number of candidates in that Hiring Stage
Total Time = [Date of Specific Hiring Stage (Stage Date) of first candidate - Date of Job Created] +[Date of Specific Hiring Stage (Stage Date) of second candidate - Date of Job Created]
Troubleshooting
Problem: A hiring stage you expect to see is missing from the report
Problem: A hiring stage you expect to see is missing from the report
Likely cause: The stage was not selected as a KPI when configuring the report.
What to check: In the Time to Hire Report setup, review which KPIs (hiring stages) are selected.
Resolution: Re-run the report and ensure the required hiring stages are selected in the KPI list before generating.
Problem: Export options do not appear
Problem: Export options do not appear
Likely cause: You may not be clicking the correct menu icons on the graph or table.
What to check: For the graph, look for the three lines icon on the top right corner. For the table, look for the Export Report to CSV button at the top corner of the table.
Resolution: Click the appropriate icon and select the desired export format (PNG, JPG, SVG for graphs).
FAQs
How is “time for the first candidate to reach a specific stage” calculated?
How is “time for the first candidate to reach a specific stage” calculated?
Time for the first candidate to reach a specific stage is calculated as:
Date of specific hiring stage (stage date) − Date the job was created.
This shows how long it took from job creation until the first candidate reached that stage.
How is the “average time for all candidates to reach a specific stage” calculated?
How is the “average time for all candidates to reach a specific stage” calculated?
Average time for all candidates to reach a specific stage is:
Total time taken ÷ Number of candidates in that hiring stage.
The total time is the sum of each candidate’s time to reach that stage.
How is “total time” defined in this report?
How is “total time” defined in this report?
Total time is calculated by adding together -
[Date of Specific Hiring Stage (Stage Date) of first candidate - Date of Job Created] +[Date of Specific Hiring Stage (Stage Date) of second candidate - Date of Job Created]
What does the Time to Hire Report measure at the job level?
What does the Time to Hire Report measure at the job level?
The Time to Hire Report measures:
The time from job creation to when the first candidate is placed in that job.
The average time to hire for all placements in that job.
The average time spent in each hiring stage for that job.
Can I save and reuse a Time to Hire Report setup?
Can I save and reuse a Time to Hire Report setup?
Yes. When generating the report, you can choose Save and Generate Report. This saves the report configuration, and you can later view and edit all saved reports instead of reconfiguring from scratch.
Conclusion
The Time to Hire Report in Recruit CRM gives you a clear view of how long it takes to fill jobs and how much time candidates spend in each hiring stage. By selecting the right jobs and KPIs, generating the report, and using the graph, table, and export options, you can track hiring speed, identify bottlenecks, and improve your recruitment process. If you need further help using or interpreting the Time to Hire Report, reach out to Recruit CRM support team.