Plain-language questions
Ask for applicants per vacancy per month, customer or product in the SQL Explorer with AI. The AI writes the SQL, you see the query and run it yourself; the AI only receives metadata.
KPI · HR
Applicants per vacancy: formula and example.
Applicants per vacancy is the average number of applications a vacancy attracts. You divide the total number of applicants by the number of vacancies in a period. It shows how attractive your vacancies are and how tight the market is for a role.
Applicants per vacancy formula
Total number of applicants ÷ number of vacancies
Worked example
Acme Groothandel had 24 vacancies in 2025, which attracted 768 applicants in total. That is 768 ÷ 24 = 32 applicants per vacancy.
Fictitious figures for Acme Groothandel, a sample wholesaler.
How to read this KPI
More applicants gives more choice but also more screening work; what ultimately matters is the number of suitable candidates. Compare by job family and channel, because a vacancy for an order picker draws a different response than one for a financial controller. Read it next to time to hire and offer acceptance rate.
Pitfalls with applicants per vacancy
- Counting volume only and not how many applicants meet the requirements.
- Counting duplicate applications from different channels as separate applicants.
- Weighting vacancies that were open briefly or withdrawn early as if they ran their full course.
SQL & DAX
Calculating applicants per vacancy in SQL and DAX
Two examples on a fictitious data warehouse for Acme Groothandel: a PostgreSQL query and a measure for a Power BI model. Adjust table and column names to your own model.
SELECT date_trunc('quarter', opened_at)::date AS quarter,
COUNT(*) AS vacancies,
SUM(applicants) AS applicants,
ROUND(SUM(applicants)::numeric / NULLIF(COUNT(*), 0), 1) AS applicants_per_vacancy,
COUNT(*) FILTER (WHERE applicants < 5) AS vacancies_under_5_applicants
FROM vacancies
GROUP BY 1
ORDER BY 1;Vacancies = COUNTROWS ( Vacancies )
Applicants per Vacancy = DIVIDE ( SUM ( Vacancies[Applicants] ), [Vacancies] )In ENABLE
Tracking this KPI in ENABLE
In your Power BI dashboard
Define the KPI as a measure in your Power BI model and show it in the portal, with "Last refreshed" next to it. Access profiles and optional row-level security decide who sees which figures.
Custom dashboards (pilot)
Add the KPI as a tile to a custom dashboard, compared with last year. The Dashboard Builder is a pilot and can be switched on per client.
Monthly targets
With the built-in Targets app you set a target for the KPI per month, so you see actuals and target side by side.
FAQ
Frequently asked questions
How do you calculate applicants per vacancy?
Add up all applications to vacancies opened in the period and divide by the number of vacancies. Remove duplicates for candidates who applied through several channels. Calculate it per job family as well.
How many applicants per vacancy is enough?
It depends on the role and the labour market; for some roles three suitable candidates are enough. Focus mainly on how many candidates pass the first screening. That tells you more than the total.
How can you attract more applicants to a vacancy?
Find out which channels bring in the most suitable candidates and invest more there. A clear job advert with a salary range and a short application process often helps. Measure the effect per channel and per vacancy.
Further reading
- KPI libraryHR KPIs: formulas and examplesHR KPIs cover staffing, absence, turnover and recruitment. This is sensitive data: show it only to people who are allowed to see it, and do not report on groups so small that individuals can be identified.Read more
- ResourcesHow to build a KPI dashboard: steps and examplesA KPI dashboard is an overview of the key figures you use to steer towards your goals, such as revenue, margin, on-time delivery or absenteeism. A good KPI dashboard does not start with the software, but with the decisions it needs to support. You then choose a limited number of KPIs, define them, sketch the dashboard and only then build it.Read more
- SolutionPower BI dashboard portal: share dashboards securelyShare your Power BI dashboards securely in your own portal, with role-based access.Read more
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