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Metric definitions
What every dashboard number means, and the standard hiring funnel.
Last updated: 5 October 2026
Every number on a Workrize dashboard is defined here once. Each card links to its entry, and the same definitions drive the numbers themselves, so what you read on this page is what was counted.
Two kinds of number appear on a dashboard:
- Right now numbers are a count as of this moment, such as vacancies open today. They ignore the page's period and show no change figure.
- Period numbers are counted over the period chosen at the top of the page, such as the last 90 days. Each one is compared with the previous period of the same length, and the change is written as "+12", "+3 pts" or "−3 days".
No number carries its own window such as "this week". When a window is part of a definition, as with active candidates, the definition says so.
Targets are set from Workrize's own past results, never from published benchmarks.
The hiring funnel
Every application moves through the same nine stages, whatever the client calls them, so numbers compare across clients. An application has reached a stage when its status history first gets there. Reaching a later stage also counts the stages before it, except Contacted and Assessed, which come from calls and assessment results.
- 1. Matched: Every application.
- 2. Contacted: A connected call to the candidate on or after the application was created.
- 3. Screened: A recruiter referred it, or an admin approved a self-application.
- 4. Assessed: Passed any assessment before submission: the latest result on a module is at or above that module's pass mark.
- 5. Submitted: Reached To be interviewed, or any later status (shared with the client).
- 6. Interviewed: Reached any Interviewed status, or later.
- 7. Offered: Reached Offer letter rolled out, or later.
- 8. Offer accepted: Reached any Joined status, or an offer-accepted event in employment history.
- 9. Joined: Reached Joined (cooling period) or Joined (billed).
| Application status | Furthest stage it proves | Counts as |
|---|---|---|
| Referred / Admin Review | Screened | In progress |
| Applied / Admin approval awaited | Matched | In progress |
| To be interviewed | Submitted | In progress |
| Candidate Not available / Not responding | Matched | Paused, still open |
| F2F to be scheduled | Submitted | In progress |
| F2F scheduled | Submitted | In progress |
| Not interviewed / Candidate backout | Submitted | Exit: candidate dropped out |
| Not interviewed / Position on Hold | Submitted | Paused, still open |
| Not interviewed / Rejected | Submitted | Exit: rejected by client |
| Not interviewed / Client Delay | Submitted | Paused, still open |
| Interviewed / Rejected | Interviewed | Exit: rejected by client |
| Interviewed / Candidate backout | Interviewed | Exit: candidate dropped out |
| Interviewed / Out of Budget | Interviewed | Exit: rejected by client |
| Interviewed / On Hold | Interviewed | Paused, still open |
| Interviewed / Feedback awaited | Interviewed | In progress |
| Interviewed / Selected | Interviewed | In progress |
| Selected / Documentation | Interviewed | In progress |
| Selected / Offer letter Discussion | Interviewed | In progress |
| Offer letter / Rolled out | Offered | In progress |
| Offer letter / Backed out | Offered | Exit: candidate dropped out |
| Joined / Cooling Period | Joined | In progress |
| Joined / Backout | Offer accepted | Exit: candidate dropped out |
| Joined / Billed | Joined | In progress |
Exits are kept apart from stages: an application that ends keeps the furthest stage it reached, and is counted as either candidate dropped out or rejected by client. Statuses on hold, or waiting for an unreachable candidate, are paused: they are still open and show in their own band.
Metrics
Time to submit
Period · in days · The date of the first submission.
Days from a vacancy being accepted to its first candidate being submitted to the client.
- Accepted is the vacancy's first move to Approved.
- Submitted is the funnel stage: the application reached To be interviewed or later.
- Wholly within the recruiting side's control.
- Shown as the median, never the average, so a few very slow cases do not move it.
Time to fill
Period · in days · The date the offer was accepted.
Days from a vacancy being accepted to an offer being accepted, for each position.
- Accepted is the vacancy's first move to Approved.
- Offer accepted is the funnel stage: any Joined status, or an offer-accepted employment event.
- Counted once per position filled.
- Shown as the median, never the average, so a few very slow cases do not move it.
Time to join
Period · in days · The joining date.
Days from an offer being accepted to the candidate joining.
- Reported apart from time to fill.
- Shown as the median, never the average, so a few very slow cases do not move it.
Fill rate
Period · a percentage · The date the vacancy was accepted.
Positions filled divided by every position accepted.
- Filled means a candidate joined.
- The denominator keeps every accepted position, including those on paused, closed-unfilled and archived vacancies; those show as separate outcomes beside the rate.
Fill rate, qualified
Period · a percentage · The date the vacancy was accepted.
Positions filled divided by the accepted positions the client kept open.
- As the fill rate, but paused positions leave the denominator, and so do positions on a vacancy closed short for a CLIENT cause (client withdrew, budget cut, filled elsewhere, role changed, client unresponsive).
- Positions closed short for a delivery cause, "other", or with no recorded reason stay in: they count as misses.
- It shows how well we fill what the client still wants filled.
Stage conversion, cohort view
Period · a percentage · The date the application was created.
Of the applications that reached one stage, the share that went on to reach the next.
- Measured on the applications created in the period, followed to wherever they went.
- Answers: how well do candidates convert?
- Exits keep the stage they reached; paused applications are still open.
Stage movements, activity view
Period · a count · The date the application entered the stage.
How many applications entered each stage during the period, whenever they started.
- Counts stage entries, not candidates.
- Answers: how busy was the team?
Vacancy ageing
Right now · in days · As of now.
Days a vacancy has been open since it was accepted, not counting days it was paused.
- Only vacancies still open.
- Shown as the median, never the average, so a few very slow cases do not move it.
Connect rate
Period · a percentage · The date of the call.
Calls answered by a person, divided by all calls.
- Answered means connected, or answered by the wrong person.
- Voicemail, busy, switched off, unreachable and invalid numbers are not connects.
Right-party connect rate
Period · a percentage · The date of the call.
Calls where the candidate themselves answered, divided by all calls.
- Counts only calls logged as connected; a call answered by someone else is logged as Wrong person.
Note: Depends on recruiters logging Wrong person when someone else answers.
Active candidates
Right now · a count · As of now.
Candidates seen in the last 90 days.
- Seen means they used the app, updated their profile, or applied to a vacancy.
- Answering a call does not count.
- The 90 days are part of the definition, not the page's period.
Retention at 30 days
Period · a percentage · The joining date (only joiners at least 30 days ago count).
Of the candidates who joined, the share still in the role 30 days after their start date.
- Left means a Left event in their employment history within 30 days of the start date.
Note: Depends on recruiters logging when a candidate leaves.
Retention at 90 days
Period · a percentage · The joining date (only joiners at least 90 days ago count).
Of the candidates who joined, the share still in the role 90 days after their start date.
- Left means a Left event in their employment history within 90 days of the start date.
Note: Depends on recruiters logging when a candidate leaves.
Interview no-show rate
Period · a percentage · The interview's scheduled date.
Of the interviews that have a recorded outcome, the share where the candidate did not show.
- Counts interviews scheduled in the period whose time has passed and whose outcome is recorded; an interview with no outcome yet is not counted.
- Before any interview has an outcome the card says waiting for data, not 0%.
Note: Depends on the client or recruiter recording the outcome. Interviews are recorded from the second UI release.
Days from interview to feedback
Period · in days · The date the outcome was recorded.
The median days from the scheduled interview time to the moment its outcome was recorded.
- The card shows the median of the days for each interview. Any recorded outcome counts, a no-show included.
- An outcome recorded before the scheduled time counts as 0 days.
Note: Interviews are recorded from the second UI release.