Tips on how to calculate conversion rates for your jobs

Posted over 3 years ago by Georgie Morton-Liddle

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Georgie Morton-Liddle
Georgie Morton-Liddle Admin

It's always useful to know, on average, how many applications are required at each stage of the recruitment process to make a successful hire. For instance, how many applications are needed, how many are shortlisted, the number of phone screenings, number of interviews and then offers.

There's a number of ways this can be achieved using the Advanced Insights BI Report Builder - we've provided some video and step-by-step options below:

Video guides:

Both videos below provide different ways of achieving these reports, with the Time to Hire video providing the quickest solution with steps 3 to 5 (in the Step by Step Guides section below) will further embellish it.

Advanced Insights - Time to Hire Reports 

Advanced Insights - Recruitment Funnel Reports

Step by Step Guides

There are a number of ways to get the same answer, so if you prefer more freedom over report content, these solutions would build a report you can go to whenever you wish to run such a query.

  1. Create a Report
  2. Select Application Data Set
  3. Drag Job Status, Job Title and Location to filters
  4. Select Advanced Settings
  5. Set the filters as follows:
    Job Status: In List; Filter: Closed/Complete
    Job Title: In List; User Prompt (i.e. don't choose any filters)
    Location: In List; User Prompt (i.e. don't choose any filters)
  6. Select the small X in the upper right corner to exit
  7. Now back in the data canvas, drag from the left - Job Reference, Job Title, Location, Application Candidate ID Number - and drop in columns:
  8. Select the small triangle on the Candidate ID Number, choose Aggregation, and set it to Count

9A. If you always have one job record for one person hired, then follow this additional step. Otherwise move to 9B:

  1. Click the small triangle on Candidate ID Number and select Totals, and set it to Average.
  2. Go to Design (top menu)
  3. You will now have the average number of applications across all these jobs, to give you the app:hire (n:1) ratio

9B. If not, follow these additional steps:

  1. Select the small triangle on Candidate ID Number and choose Format > Edit. Change the field label to ''Number of Applications''
  2. Select the + icon in the left hand menu to find the Append button. Choose the data source (your ATS), and View = Application Data Set. More details available in this video: Advanced Insights - Report Builder - Video#7: Using Sub Queries to Append Data
  3. Select Left Outer Join
  4. In Master Query Fields, select Job Reference and drag job Reference into Sub Query Fields
  5. Press Save
  6. Proceed to the data canvas
  7. Drag Candidate Status from the left and into Filters
  8. Click Advanced Settings
  9. Set the filters as follows:
    Candidate Status: In List; Filter: Hired (or Offer Accepted - check which status you prefer)
  10. Return to the data canvas
  11. Drag Candidate ID Number into the columns (next to 'Number of Applications)
  12. Select the small triangle on the Candidate ID Number column and choose Format > Edit. Change the field label to ''Number of Hires''
  13. If you want an automatic calculation to work out the ratio between the two, this video will help: Advanced Insights - Report Builder - Video#6: Creating calculations

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