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Which recruiting numbers should you track, and how is your team doing on each?
Each KPI is a simple ratio of two of your counts: fill rate = hires ÷ roles worked; submittal → interview = interviews ÷ candidates submitted; interview → offer = offers ÷ interviews; offer acceptance = accepted ÷ offers; 90-day retention = hires still employed after 90 days ÷ hires; hires per recruiter = hires ÷ recruiters. Add your total recruiting cost to get cost per hire as well.
Three illustrative teams, worked out with the same ratios the calculator uses.
| Team | Fill rate | Submittal → interview | Interview → offer | Offer acceptance | 90-day retention | Hires / recruiter |
|---|---|---|---|---|---|---|
| In-house team, one quarter | 75.0% | 50.0% | 40.0% | 83.3% | 93.3% | 5.0 |
| Agency desk, one quarter | 36.7% | 28.6% | 23.3% | 78.6% | 90.9% | 5.5 |
| Volume hiring, one month | 90.0% | 75.0% | 37.5% | 84.4% | 83.3% | 9.0 |
Illustrative figures only — not benchmarks.
Start with a short set that covers speed, efficiency and quality: fill rate (hires ÷ roles worked), submittal-to-interview ratio (how good your shortlists are), interview-to-offer ratio, offer acceptance rate, 90-day retention of new hires, hires per recruiter, time to hire and cost per hire. This calculator covers all but time to hire, which has its own calculator.
It shows how many of the candidates you send to hiring managers get an interview. A low ratio usually means the brief isn't clear or shortlists aren't matching it. It is one of the best signals of recruiter quality because it is under the recruiter's control.
Fill rate = hires ÷ roles worked on in the period × 100. If you worked on 20 roles and filled 15, your fill rate is 75%. Count roles that were cancelled separately, or leave them out, and do the same every period.
Because a hire who leaves in the first three months usually means the role, the candidate or the offer was mis-sold. It is an early, easy-to-measure proxy for quality of hire. For a fuller score, use the quality of hire calculator.
Benchmarks vary widely by industry, role level and country, and published averages are rarely comparable to your own process. The most useful comparison is your own numbers over time — the same recruiter, team or role type, quarter on quarter.
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