Report definitions and how figures are calculated

How Recruit works out every figure on the Reports pages, the dashboard and the report exports, and which dates and filters each one uses.

Every figure in Recruit reports is calculated from records your team already creates: applications, jobs, interviews and offers. Nothing is entered by hand. This article defines each figure, says which date it is measured against, and explains where the on-screen number and the exported file can differ. Read it alongside the Offer lifecycle article, which explains what each offer status means.

Who sees the figures

System Admins and HR users can open the Reports area, and so can Members. HR users restricted to certain locations, and Members, only see figures for the jobs they can access. The D&I and Article 55 tabs are for System Admins only. Custom reports are covered in the Custom reports article.

How the date range works

The Date range control sits at the top of the Reports overview and of each report tab. If you have not chosen a range, every screen shows the last 12 months, counted back from the moment the page loaded, and the button reads Last 12 months. Once you choose a range, the button shows the start and end dates instead of the preset name.

Preset	Covers
Last 7 days	From seven days before the moment you select it, up to that moment.
Last 30 days	From thirty days before, up to that moment.
Last 12 months	From twelve calendar months before, up to that moment.
This quarter	From the first day of the current calendar quarter (January, April, July or October), up to that moment.
Last quarter	The whole of the previous calendar quarter, from its first day to the end of its last day.
This year	From 1 January, up to that moment.
Custom range	Pick a start day and an end day on the calendar. The calendar closes once both are chosen. If you pick only a start day, the range runs from that day to now.

Presets are worked out in your browser's time zone at the moment you select them, so the range does not move while the page stays open. The range is held in the page address, so it carries across the report tabs and survives a reload. Clear all on the overview page resets it to the last 12 months.

Which date each figure is measured against

The range is not always compared with the same date. This is the most common reason two figures do not match.

Figure	Date the range applies to
Total Candidates on the overview	When the candidate was first added to Recruit
Applied, In interview, Total applications and Drop-off rate on the overview	When the application was submitted
Hired this period and Avg Time to Hire on the overview	When the application was marked as hired
Everything on the Time & Cost tab	When the application was submitted
Pipeline tab	When the application was submitted
Sourcing tab	When the candidate was first added to Recruit
Candidates tab	When the candidate was first added to Recruit
Offers tab	When the offer was created
Adverts tab	When the job was created. Application counts for those jobs are not limited by the range.
D&I and Article 55 tabs	When the application was submitted
Active Jobs, Open Positions	No date. They count jobs as they are now.
Interviews scheduled	No range. It always means the current week (Monday to Sunday, UTC).
Offer Accept Rate on the overview	No range. It covers all offers you can see.

Comparison with the previous period

Where a trend is shown, Recruit takes the stretch of time immediately before your range that is the same length as it, works the figure out again for that stretch, and compares the two. The change is (current minus previous) divided by previous, shown as a percentage to one decimal place. If both figures are zero it reads as no change. If the previous figure is zero and the current one is not, it shows 100%.

On the overview, trends appear on Total Candidates and Avg Time to Hire. The arrow shows whether the number went up or down, so an up arrow on Avg Time to Hire means hiring got slower. The Time & Cost tab words the same comparison as "% faster" or "% slower".

Department and Job filters

The Department and Job filters apply to the overview and to the Time & Cost, Sourcing, Candidates, Adverts, D&I and Article 55 tabs. They do not change the Pipeline and Offers tabs, which are limited only by the date range and by the jobs you have access to. The Offer Accept Rate on the overview ignores both filters as well.

What counts as hired

A hire is an application whose status is Hired, with a hired date recorded against it. An accepted offer is not a hire on its own, and neither is a job filled outside Recruit. The hired date is the moment the application was marked as hired.

Total Hires on the Time & Cost tab counts every such application submitted in the range. Hired this period on the overview counts those marked as hired in the range, whenever they applied. On a job's row in the Adverts tab, Hired counts all hired applications for that job, whatever the date range. On the Sourcing tab it counts candidates rather than applications.

Time figures

Avg Time to Hire is the average number of days from an application being submitted to it being marked as hired, shown to one decimal place. Hires whose hired date is not later than the applied date are left out of the average. It shows a dash when there is nothing to average. On the overview the hires are chosen by hired date, and on the Time & Cost tab by applied date, so the two can show different numbers for the same range.
Days Open and the bars in Time to Hire by Role count whole days from a job being published to it being closed, or to today if it is still open.
Days In Stage, on a job's pipeline list and in the candidate review window, counts whole days since the application was submitted. It does not restart when a candidate moves to another stage.
Days to Hire, in the Time to Hire custom report, is the gap between applied and hired dates in whole days, and that report's date range is compared with the hired date. Days to Offer, in the Cost to Hire custom report, is the gap between the job being published and the offer being created.

Counts

Active Jobs on the overview, Open Jobs on the dashboard and Open Positions on the Time & Cost tab all count published jobs. Only published jobs count. The line under Active Jobs shows how many jobs are published or closed in total.
Total Candidates on the overview, called Active Candidates on the dashboard, counts people with at least one application that is still live on a published job. Rejected, withdrawn, hired, disqualified and incomplete applications do not count. The line beneath it, "awaiting review", is the number of live applications sitting in a screening stage.
Applied and In interview on the overview count live applications in screening and interview stages. Total applications is all live applications. Rejected and hired applications are not in it.
Total Candidates on the Candidates tab counts candidate records added in the range. With no Department or Job filter, and no restriction on your access, that is every candidate record in the range. Otherwise only people who applied to the jobs in scope are counted.
Interviews scheduled on the overview, and Interviews This Week on the dashboard, count interviews with the status booked that fall in the current week. Attended and cancelled interviews are not counted.
Interviews on the Time & Cost tab counts booked and attended interviews on a job, for all its candidates and all dates. Avg Interviews per Hire is the booked and attended interviews of hired candidates divided by Total Hires.
Hired This Month on the dashboard counts applications marked as hired since the first day of the current month. The dashboard's Active Candidates likewise only includes candidates added since the first day of the month.

Rates and percentages

Overall Conversion on the Pipeline tab is hired applications divided by all applications submitted in the range, as a whole percentage. Total Entered counts every application in the range, whatever its status.
Total Rejected on the Pipeline tab is applications with the status Rejected, and its percentage is that number divided by Total Entered.
The Pipeline Funnel shows two numbers per stage. "Here" is the live applications sitting in that stage now. The number in the bar is how many reached it: live applications in that stage or any later one, plus hired applications. Rejected and withdrawn applications are not in the bar. The last bar is Hired.
Stage Conversion is the reached figure for one stage divided by the reached figure for the stage before it, as a whole percentage. "Lost" is the difference between the two.
Drop-off rate on the overview is rejected applications divided by live, hired and rejected applications together, as a whole percentage. Withdrawn and disqualified applications are in neither side. It is not the same as the Total Rejected percentage on the Pipeline tab, which divides by every application.
On the Sourcing tab, Hire Rate (shown as "conversion" on the Best Hire Rate card) is hired candidates divided by all candidates for that source, as a whole percentage. In Pipeline is total minus hired minus rejected. A candidate with one hired and one rejected application counts in both, so treat In Pipeline as an approximation. A source with very few candidates can show an extreme rate.
In the stage breakdown on the Sourcing tab, Reached is the number of applications that ever entered a stage, taken from the stage history. Current is the number of live applications there now.
On the Adverts tab, Avg per Advert is total applications divided by the number of adverts listed. On the overview, Avg per ad is live applications divided by Active Jobs, so the two differ.
On the D&I tab, Response Rate is the number of applications with at least one diversity answer divided by all applications in scope, to one decimal place. On the Article 55 tab it is applications with a community background answer divided by all applications in scope, as a whole percentage.

Offers: pending, accepted and declined

These follow the statuses in the Offer lifecycle article. On the Offers tab, Total Offers counts every offer created in the range, whatever its status, drafts included. Accepted and Declined count those statuses. Pending counts offers with the status Sent, which includes offers past their expiry date that have not yet been marked Expired.

Accept Rate is Accepted divided by Accepted, Declined and Pending together, as a whole percentage. Drafts, Expired, Withdrawn and Superseded offers are not in the calculation. Because Pending is in the denominator, the rate moves as open offers are accepted or declined.

Avg Salary in Offers by Job averages the salary entered on every offer for that job in the range, whatever its status. Nothing is converted between currencies or pay periods. Recent Offers lists the ten most recent.

Cost figures

Recruit does not calculate spend, budget or cost per hire. The nearest figures are the salary values above and the Cost to Hire custom report, which lists each offer with its salary, currency, offer date, job published date and Days to Offer.

Small numbers and "<5"

Diversity figures are hidden when the group is small enough to identify someone. There are two behaviours.

On the D&I tab, any answer chosen by fewer than five people is left out. If a whole category has fewer than five answers in total, the category is empty. Percentages are still worked out from all answers, including the hidden ones, so the visible percentages in a category may not add up to 100%.
In the DEI, DEI Pipeline and Conviction custom reports, a count below five appears as <5 and its percentage is blank. If exactly one value in a category is hidden, the smallest visible value in that category is hidden too, so the hidden number cannot be worked out by subtraction. The same applies in the export, where <5 appears as text.

The threshold of five is fixed and cannot be changed. Narrowing the date range or filtering to one job makes more values fall below it.

On screen and in exports

The overview and the report tabs have an Export button with Export as CSV and Export as Excel. The file is named after the report and the day, for example cost-report-2026-09-30.csv. It uses the same calculations as the screen, with these differences.

If you have not chosen a date range, the screen shows the last 12 months but the export has no date limit and covers all dates. Choose a range before exporting if you want the two to match.
Exports carry the headline figures and the tables, not the charts or trend arrows.
The overview export lists the funnel and sources without trends. Funnel percentages appear only in the Excel file.
The Pipeline export has the funnel, the stage conversions, and a summary of Total Entered, Currently Active, Overall Conversion and Total Rejected. The Rejected percentage is not included.
The Offers export lists the same ten recent offers as the screen. Its summary shows Total Offers, Accepted, Declined and Accept Rate. Pending appears in the Offers by Job table.
The Sourcing export includes the stage breakdown and conversions but not the source by department table.
Where a figure has no value, exports show N/A.
Custom reports show 50 rows a page on screen and export up to 10,000 rows, using the same saved dates and filters.