Recruitment service levels, recruiter load and reports
Set how many days each hiring step may take, see what is on track, at risk or late, and record why. Each recruiter has My Day and a load you can rebalance, with monthly targets. A recruitment dashboard and 14 reports show the funnel, time to fill, sources, cost per hire and more.
PLANSScale only
The problem it solves
- A position has been open for four months, and nobody noticed until the department head complained.
- One recruiter has forty open positions while another has five.
- Management asks for time to fill and cost per hire, and HR spends a week on a spreadsheet.
- Delays are always someone else's fault, because nobody wrote down why at the time.
How it works
- Set service levels: days to post after approval, to the first shortlist, to the offer and to joining, and the longest wait in each stage. A service level can apply to all, or to one grade, department or employment type.
- Give each requisition its Recruiter in Charge and helping recruiters. It shows its age, what it waits for, the due date and On track, At risk or Late.
- Late work raises alerts in three steps: to the recruiter, then the requester and hiring manager, then the HR head.
- On a late requisition or application, choose the Reason for the Delay from your list.
- Each recruiter starts the day on My Day. The Recruitment Manager watches Recruiter Load, moves work with Reassign Work and sets monthly targets.
- Open the Recruitment Dashboard for the numbers at a glance. Run any of the 14 reports by Entity, dates and grouping, on screen, in Excel or as PDF.
Everything it does
Service levels and ageing
- Days to Post, Days to the First Shortlist, Days to the Offer, Days to Joining, and the Longest Wait (days) per stage
- At risk from 80 % of the days allowed (a setting)
- Alerts: the recruiter from the first day late, the requester and hiring manager after 3 days late, the HR head after 7
- An application shows Days in the Stage, Days Allowed in the Stage and the time it spent in each stage
- Alerts Sent lists each alert, the late step and whom it went to
- The steps come from what each stage Counts As: Applied, Screened, Shortlisted, Interview / test, Offer, Hired
Recruiter load and targets
- My Day: applications waiting on the recruiter (after 3 days), interviews with feedback missing, offers about to expire, joiners this week, late requisitions
- Recruiter Load: open requisitions, open positions, applications to screen and in progress, interviews this week, offers out, joiners this week, late
- Reassign Work: from one recruiter to another, every open requisition or only some, with their postings and open applications
- Recruiter Targets per month: positions to close and time to fill, against positions closed, average time to fill and Achieved %
- With Cost of a Recruiter's Day on the Entity, recruiters' time counts in the cost per hire
Dashboard
- Open positions, requisitions late, applications in progress, offers out, hires this year, average days to fill, left in the manpower plan
The 14 reports
- Hiring Funnel: candidates at each step, the share that goes on, and the biggest drop
- Time to Fill and Time to Hire; Open Positions and Ageing
- Source Effectiveness and Quality of Hire: sources that bring hires who stay and do well
- Cost per Hire: job boards, agencies, drives, referral bonuses and recruiters' time
- Offers; Refusals and Declines, with the stage and the reasons
- Interviewers and Panels; Recruiter Performance against targets
- Diversity Summary: applicants and hires by gender and other groups
- Manpower Plan Against Actual; Position Control; Internal Against External Fills; Rehires and Do-Not-Hire Hits
Lists that work as reports
- Panel Load, Referrals, Agency Performance, Job Boards: Cost and Result, Drives by Institution and Year, Rule Runs. Also Blind Screening Log and Outcomes, the four resume bank reports and AI Usage
Who uses it
RecruiterWorks from My Day, records delay reasons and follows their targets.
Recruitment ManagerSets service levels and targets, watches the load and reassigns work.
HR head and managementGet late alerts and read the dashboard and reports for their Entities.
Where you use it
- Web: Recruitment > Controls (My Day, Recruiter Load, Reassign Work, Recruiter Targets, Open Positions, Alerts Sent) and Recruitment > Reporting
- The SmartMy HRMS app: Menu > My recruiting day and Recruitment reports, with PDF and Excel. (Built and in testing, not in the app stores yet)
- Not in the app: service levels, targets and reassigning work are set on the web
What you control
Settings
- Service levels with the days per step and stage, in Recruitment > Configuration > Stages and Service Levels > Service Levels
- At Risk From: 80 %; alerts after 0, 3 and 7 days late
- "Waiting" on the Recruiter's Day After: 3 days
- Delay Reasons: your own list
- Cost of a Recruiter's Day: empty to start with
Notifications
- Recruitment Running Late: told once per level to the recruiter, then the requester and hiring manager, then the HR head, on screen and by email
Questions
How is time to fill counted?
From the approved requisition to the accepted offer, and to joining for time to hire. The steps come from what each stage of your pipeline counts as.Can we see cost per hire?
Yes. Cost per Hire adds job board costs, agency fees, drive costs and referral bonuses. Set the cost of a recruiter's day to add the recruiters' time.Who is told when a position is late?
The recruiter first, then the requester and the hiring manager, then the HR head, at the days late you set. Each is told once per level.Can we export the reports?
Yes. Every report downloads as Excel or PDF, on the web and in the app.Can a recruiter's work be moved when they leave?
Yes. Reassign Work moves every open requisition, or only the ones you choose, with their postings and open applications, to another recruiter.Related features
RECRUITMENTManpower requisitions and headcount planA manager asks for headcount on a requisition with the budget and the profile, and nothing is posted until it is approved. Above it sits the year's manpower plan per department, with extra requests, a hiring freeze and exceptions.RECRUITMENTCandidate pipeline and resume bankEvery application moves through your stages on one board, and known candidates are recognised. Every resume stays in a searchable resume bank that suggests people for new openings. Stage rules do the routine steps, and a do-not-hire list stops offers you decided against.VIEWS AND REPORTSHR reports and the custom report builderHeadcount, attrition, salary cost, leave liability and more than 20 payroll and statutory reports, most of them on screen, in Excel and as PDF. In Scale, HR builds its own reports without code and shares them; each person sees only what their access allows.RECRUITMENTEmployee referrals and recruitment agenciesEmployees refer people they know and earn a bonus paid with their salary in parts. Outside agencies get their own page by link to send candidates for the positions you release to them. Ownership disputes are settled by date. Their fee becomes a vendor bill with a replacement guarantee.RECRUITMENTCampus, walk-in and job fair drivesRun a hiring day for hundreds of candidates. They register by link, QR or kiosk, get a token, and wait in queues shown on a live board on the hall TV. Results come the same day, with offers from a package approved beforehand.
See your own month run in it.
Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.