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Historical Candidate Pipeline Analytics

  • SmartRecruit


The Historical Pipeline report shows your hiring success progress over time. Check it monthly, quarterly to understand your hiring velocity, historical trends and bottlenecks. We recommend this report for executive talent acquisition strategy reviews, especially when discussing your hiring KPIs or projected future performance.

This report can answer a number of questions, including:

  • Have you been getting enough candidates to hit your hiring goals?
  • How quickly do candidates move through the process?
  • What are the bottlenecks and who are the champions of our candidate journey?
  • How selective is your hiring team?
  • What's the offer acceptance rate?
  • Is your hiring velocity getting better or worse?

The Pipeline reports count active candidates assigned to jobs.  Leads on jobs or the General Application are not included, so make sure to convert all leads and assign candidates to jobs.

Number of applications

Above the Pipeline graphs are the number of applications for each stage of your hiring process.

  • NEW: number of applications that entered the New stage within the period chosen for the report. Applications that entered the New state before the period started are not included.
  • IN REVIEW: number of applications  that entered the In Review stage in the period chosen for the report, or were already in the In Review stage when the selected period started.
  • INTERVIEW: number of applications that entered the Interview stage in the period chosen for the report, or were already in the Interview state when the selected period started.
  • OFFER: number of applications that entered the Offer stage in the period chosen for the report, or were already in the Offer stage when the selected period started.
  • HIRED: number of applications that entered the Hired stage in the period chosen for the report. Applications that entered the New state before the period started are not included.

Pipeline graph

Each of the bars in the pipeline graph represent the major stages of your hiring process.

To the right of the bar is a summary of candidate applications in that stage, with:

  • Number of applications
  • Average time that the application spend in this stage
  • Pass-through rate: % of applications who moved to the next stage

Hover over the shaded segments in each bar view the number of applications in each step of that stage.

Pass-through rate

The pass-through rate (% move forward) is defined as:

PTR(Stage S) = ((applications which moved forward from state S) / (number of applications which were or still are in state S)) * 100%

A candidate's application moves forward in the hiring process when it changes in one of the following ways:

  • A New application moves forward when it changes status to In Review or Interview or Offer or Hired
  • An In Review application moves forward when it changes status to Interview or Offer or Hired
  • An Interview application moves forward when it changes status to Offer or Hired
  • An Offer application moves forward when it changes status to Hired

Let's assume that we had 10 applications with a New status. 3 of them were rejected. 1 changed state to Interview and 1 changed state to Offer. The remaining 5 applications are still in the New state.

The pass-through rate for the New state is thus:

((1+1) / 10) * 100% = 0.2 * 100% = 20%

20% of all applications that have ever been in the New state moved forward by changing state to either: In Review, Interview, Offer or Hired.


Click Filters to filter  by your active Org fields and examine a subset of applications in your pipeline.

For example, to view the pipeline for the Sales department:

  1. Click the Department filter.
  2. Choose Sales.

The Pipeline graph will change to include only jobs assigned the Sales department:

You can also group filtered results to see the pipeline from another angle. Just choose an option from the Group by column:

Some of your jobs may have missing properties, e.g., no recruiter or department assigned to them. Remember to check for a "None" value when working with filters to capture those jobs.

Group-by Table

The Group-by Table lets you see teams, recruiters and hiring managers with greatest and least candidate volume. Use it to identify and resolve your hiring success bottlenecks. As with the Filters, the list of groups corresponds to your company's active Org fields.

  • Click on the leftmost column header to sort by a different group.
  • Click one of the other column headers to sort the current group list.