Plain-language questions
Ask for time to hire 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
Time to hire: formula and example.
Time to hire is the number of days it takes to fill a vacancy. In practice it is usually measured from opening the vacancy to the accepted offer; strictly speaking that is time to fill, while time to hire starts when the chosen candidate first entered the process. The figure shows how long work goes uncovered and how quick your recruitment process is.
Time to hire formula
Sum of (date filled − date opened) across filled vacancies ÷ number of filled vacancies
Worked example
Acme Groothandel filled 24 vacancies in 2025. Together they were open for 1,008 days. The average time to hire is 1,008 ÷ 24 = 42 days.
Fictitious figures for Acme Groothandel, a sample wholesaler.
How to read this KPI
A shorter time means roles are filled sooner and you are less likely to lose strong candidates to another employer. Compare by job family, because a warehouse operative is usually found faster than a specialist. Also look at the median and at which step takes longest: screening, interviews or decision-making.
Pitfalls with time to hire
- Using time to hire and time to fill interchangeably; record which starting point you measure from.
- Including vacancies that were withdrawn or are still open.
- Showing only the average when a few hard-to-fill roles drive the figure.
SQL & DAX
Calculating time to hire 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', filled_at)::date AS quarter,
COUNT(*) AS filled_vacancies,
ROUND(AVG(filled_at::date - opened_at::date), 1) AS avg_days_to_fill,
PERCENTILE_CONT(0.5) WITHIN GROUP (ORDER BY filled_at::date - opened_at::date) AS median_days
FROM vacancies
WHERE filled_at IS NOT NULL
GROUP BY 1
ORDER BY 1;Filled Vacancies = CALCULATE ( COUNTROWS ( Vacancies ), NOT ISBLANK ( Vacancies[FilledAt] ) )
Avg Days to Fill =
DIVIDE (
SUMX ( FILTER ( Vacancies, NOT ISBLANK ( Vacancies[FilledAt] ) ), DATEDIFF ( Vacancies[OpenedAt], Vacancies[FilledAt], DAY ) ),
[Filled 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
What is the difference between time to hire and time to fill?
Time to fill runs from opening the vacancy to the accepted offer. Time to hire runs from when the eventually chosen candidate came into view, for example when they applied. Time to fill tells you more about the vacancy as a whole, time to hire about the speed of your selection.
How do you calculate average time to hire?
For each filled vacancy, calculate the number of days between the start and end point and take the average. Only use vacancies filled within the period. Show the median as well to spot outliers.
How can you shorten time to hire?
First find out which step takes the most time, such as responding to applicants, scheduling interviews or making the decision. Agreeing fixed turnaround times per step and grouping interviews often helps. Then measure per step whether the time comes down.
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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