Hiring looks simple on paper. Post a role, review resumes, run interviews, send an offer. Real life feels messier. Deadlines slip. Candidates drop out. Leaders ask why a role still sits open.
That’s where hiring metrics step in. Numbers cut through opinions. They show what’s slow, what works, and where money leaks quietly. Three metrics matter more than most teams admit. Time to Hire. Time to Fill. Time to Start.
This guide breaks each one down, shows how to calculate them, and explains where teams go wrong. No fluff. No theory dump. Just practical math and context.
What is the Time to Hire?
Time to Hire tracks how fast your team moves once a candidate enters the funnel.
It answers a simple question.
“How long does it take us to decide?”
Time to Hire calculation
Time to Hire = Offer accepted date − Application date
Some teams use first interview date instead of application date. Both work if used consistently. Pick one and stick with it.
Example from a real HR desk
A product manager applies on April 1.
Offer accepted on April 18.
Time to Hire = 17 days.
That number reflects recruiter speed, interview scheduling, feedback discipline, and decision clarity.
Shorter Time to Hire often links with better candidate trust. Long silence kills momentum. This is where the role of candidate experience shows up in hard numbers.
What is Time to Fill?
Time to Fill looks at the role, not the person.
It answers another question.
“How long does this seat stay empty?”
Time to Fill calculation
Time to Fill = Offer accepted date − Job approval date
This metric includes approval delays, budget sign-offs, sourcing time, and interview rounds.
Example from a hiring manager view
Job approved on March 10.
Offer accepted on April 18.
Time to Fill = 39 days.
Notice the gap. Time to Hire was 17 days. Time to Fill hit 39. That difference points to internal friction, not recruiter effort.
Most leadership teams mix these two and draw wrong conclusions.
What is the Time to Start?
Time to Start measures what happens after the handshake.
It answers one more question.
“How fast does a signed offer turn into real output?”
Time to Start calculation
Time to Start = Joining date − Offer accepted date
Example from onboarding reality
Offer accepted on April 18.
Joining date on May 9.
Time to Start = 21 days.
This gap depends on notice periods, background checks, paperwork, and onboarding readiness. It’s also where drop-offs happen if communication slips.
Putting All Three Metrics Side by Side
Here’s a quick snapshot using one hire.
- Time to Hire: 17 days
- Time to Fill: 39 days
- Time to Start: 21 days
Each number flags a different bottleneck. Fixing one doesn’t fix the others.
Why These Hiring Metrics Matter More On Dashboards
Recruitment metrics sound boring until they hit revenue, delivery, or client trust. A sales role open for 60 days means missed pipeline. A developer role stuck in approval loops delays releases.
Industry data backs this up. SHRM reports the average cost per hire sits above $4,700 for many roles. That cost rises when roles stay open longer than planned. These metrics don’t exist for reporting sake. They exist to protect business outcomes.
Common Mistakes Teams Make With Recruitment Metrics Calculation
Mixing definitions across teams
Recruiters track from application. HR tracks from approval. Leaders glance at averages. Chaos follows.
One SaaS company I worked with had three Time to Hire numbers for the same quarter. All were “correct.” None matched.
Relying on averages alone
Averages hide pain. One fast hire can mask five slow ones. Medians and ranges tell the real story.
Ignoring candidate behavior
Candidates don’t wait forever. Long feedback loops hurt acceptance rates. That damage shows later in Time to Start.
How AI Tools Change These Calculations
Manual tracking breaks fast once hiring scales. Spreadsheets drift. Dates get missed.
An AI recruiting tool helps capture timestamps without human bias. Application date, interview date, offer date, all logged clean.
For smaller teams, AI recruiting software for small businesses keeps metrics simple. No heavy setup. No data science degree. Just usable numbers that match reality.
These tools don’t replace recruiters. They remove guesswork and free time for real conversations.
Benchmarks that Help Set Context
Glassdoor data shows average Time to Hire across industries sits near 24 days. Tech roles often stretch longer. Senior roles stretch more.
Time to Fill varies widely by role type and region. Engineering and niche sales roles push past 45 days in many markets.
Time to Start depends heavily on notice periods. In India, 30 to 60 days remain common for mid to senior roles.
Benchmarks guide expectations. They shouldn’t excuse poor internal flow.
Ethical and Practical Limits of Speed
Faster isn’t always better. Rushed interviews lead to weak fits. Weak fits raise attrition. That cost rarely shows in dashboards.
Metrics should guide decisions, not pressure teams into shortcuts. Transparency matters. Candidates deserve clarity even when timelines stretch.
Conclusion
Time to Hire shows recruiter efficiency. Time to Fill shows company readiness. Time to Start shows follow-through.
Together, these hiring process metrics reveal where hiring stalls and why. Calculated right, they turn opinions into facts.
If leadership wants fewer surprises, these three numbers deserve attention. No hype. Just honest math.
