Time to Fill

What is time to fill?

Time to fill is a key recruitment metric that measures the number of days it takes to fill an open position, from the moment the job requisition is approved to the day the candidate accepts the offer. 

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It reflects the efficiency of your hiring process and directly affects your company’s ability to meet business goals.

This metric helps recruitment teams assess how efficient their recruitment process is. A shorter time to fill may indicate an effective recruitment process, while a longer one can highlight issues in sourcing, screening, or making a hiring decision.

Companies can use this metric to improve recruitment efforts, schedule interviews more efficiently, and optimize tracking systems like applicant tracking systems or recruiting software.

A long time to fill can also harm the employer brand, discouraging job seekers and ideal candidates from applying or accepting job offers. Tracking this metric helps identify areas for improvement and ensures a quicker, more efficient process for attracting top talent pools and potential candidates.

Why is time to fill important?

Time to fill plays a crucial role in the recruitment process for several reasons:

1. Efficiency: A shorter time to fill means that the entire recruitment process is efficient and streamlined. It allows companies to fill job openings faster, reducing the costs tied to vacant positions and boosting productivity. Tools like applicant tracking systems and recruiting software help automate and optimize this process.
2. Competitive advantage: Companies with a quick and efficient hiring process stand out to job seekers. Potential candidates, especially top talent, often prefer companies that have a fast and smooth selection process. A shorter fill time makes your company more appealing to ideal candidates.
3. Cost savings: Every day a position remains unfilled costs the company in productivity and recruiting expenses. A quicker time to fill helps reduce these costs and improves the overall recruitment efforts.
4. Employer brand: Long delays in hiring may signal a poor candidate experience, damaging the company’s reputation. If job seekers face delays during the interview process or after job offers, it can discourage them from applying again or recommending the company.
5. Identifying areas for improvement: Tracking time to fill helps in identifying areas for improvement within the recruitment process. If positions consistently take longer to fill, it could highlight issues in talent pools, background checks, or the way recruitment teams manage interviews. Analyzing this metric helps refine the recruitment process and deliver better outcomes.

How to calculate time to fill?

The time-to-fill formula tracks the time from when a job opening is identified (whether it’s submitted for approval, approved, or advertised) until a candidate accepts the offer. Consistency in when the measurement starts is key for accurate comparison across roles.

For example, if a position is approved on Day 1 and a candidate accepts on Day 25, the time-to-fill is 25 days. If two other positions took 18 and 28 days, the average time-to-fill would be calculated like this:

Step 1: 25 + 18 + 28 = 71 total days
Step 2: 71 total days / 3 new hires = 23.7 days

This means positions remain open for an average of 23.7 days. By reviewing your time-to-hire and time-to-fill, you can identify areas for improvement and ensure you hire top talent swiftly.

Time to fill vs. Time to hire

Metric	Time to Fill	Time to Hire
Definition	Measures the time from when a job opening is posted to when the candidate starts.	Measures the time from when the ideal candidate enters the process to the hiring decision.
Start Point	Job posting date.	When a candidate submits an application or is identified (through referrals, etc.).
End Point	Candidate’s start date.	The date the offer letter is accepted.
Focus	Focuses on the entire recruitment process, including sourcing and screening.	Focuses on the selection process after identifying potential candidates.
Use	Helps recruitment teams assess overall efficiency in filling job openings.	Helps track the speed of making hiring decisions once a candidate is found.
Goal	Minimize delays in the posting to hire process.	Improve speed in making decisions after a candidate enters the process.

The impact of time-to-fill on hiring

Time-to-fill isn’t just a number—it influences your hiring outcomes, team productivity, and business performance. Here’s how:

• Business continuity: Long hiring cycles leave critical roles unfilled, which delays projects and overloads current employees.
  
• Candidate experience: Top talent doesn’t wait. A slow process often leads to offer declines or poor impressions of your employer brand.
  
• Cost of vacancy: The longer a role is open, the higher the financial and operational cost.
  
• Team morale: Overburdening existing employees can lead to burnout and decreased engagement.
  

This metric serves as a reflection of your recruitment team’s responsiveness and adaptability.

Benchmarking time-to-fill

There’s no one-size-fits-all benchmark for time to fill—it varies by industry, role complexity, location, and company size. However, knowing where you stand helps improve your recruitment planning.

To gauge your hiring speed, use tools like Testlify’s average time to hire calculator, which helps you compare your performance against industry norms and internal benchmarks. This can help highlight bottlenecks and set realistic hiring expectations.

Benchmark internally across departments and roles. Don’t just compare against external averages—learn from your best-performing teams.