Calculate average time to fill open positions from requisition date to accepted offer. Track TTF by role, department, and benchmark your speed.
Time to fill (TTF) measures the number of calendar days between opening a job requisition and having a candidate accept the offer. It is one of the most widely tracked recruiting metrics because it directly impacts workforce planning Whether you are a beginner or experienced professional, this free online tool provides instant, reliable results without manual computation. By automating the calculation, you save time and reduce the risk of costly errors in your planning and decision-making process. This tool handles all the complex arithmetic so you can focus on interpreting results and making informed decisions based on accurate data. Accurate estimation helps you plan ahead, compare scenarios, and optimize outcomes for better overall results in your specific situation., revenue generation, and candidate experience.
A long time to fill means extended vacancies that strain existing teams, delay projects, and increase overtime costs. Conversely, an unrealistically short TTF may indicate insufficient vetting, leading to poor-quality hires. The goal is to find the optimal balance between speed and thoroughness.
This Time to Fill Calculator computes your average TTF across multiple requisitions. Enter the number of requisitions and the total days across all fills to get your average, or input individual requisition data for more granular analysis. Use the results to benchmark against industry averages, set departmental targets, and identify bottlenecks in your hiring process.
Every open day costs your organization in lost productivity Having a precise figure at your fingertips empowers better planning and more confident decisions. Manual calculations are error-prone and time-consuming; this tool delivers verified results in seconds so you can focus on strategy. Comparing different scenarios quickly reveals the most cost-effective or beneficial option for your unique situation., overtime for covering employees, and potential revenue delays. Tracking TTF helps you quantify that cost and create urgency around process improvements. This calculator provides the straightforward math to monitor your recruiting velocity.
Average Time to Fill = Total Days to Fill All Requisitions ÷ Number of Requisitions Filled
Result: 44 days average TTF
With 880 total days across 20 requisitions, the average time to fill is 880 ÷ 20 = 44 days. At a daily vacancy cost of $250, each open position costs $11,000 in lost productivity on average.
TTF can be broken into discrete stages: sourcing (building the candidate pool), screening (resume review and phone screens), interviewing (on-site or virtual rounds), selection (decision and offer creation), and closing (offer negotiation and acceptance). Measuring each stage separately reveals exactly where delays occur.
Research shows that top candidates are off the market within 10 days. A TTF of 44 days means you're likely losing your best candidates to competitors. Beyond talent loss, every open day incurs direct costs in overtime, temporary staffing, and lost productivity that compound quickly across multiple vacancies.
Rather than a single company-wide target, set TTF goals by role family. Entry-level roles might target 20 days, mid-level professional roles 35 days, and executive searches 60–90 days. These differentiated targets create realistic expectations while still driving urgency.
According to SHRM and LinkedIn data, the average time to fill across industries is 36–44 days. However, this varies significantly: technology roles average 50+ days, while retail and hospitality often fill in under 20 days.
Time to fill measures from requisition opening to offer acceptance, encompassing the entire sourcing and recruiting cycle. Time to hire measures from when a candidate enters the pipeline to offer acceptance, focusing on the candidate's journey through your process.
Yes, TTF is measured in calendar days, not business days. This reflects the candidate's actual wait time and the real duration of the vacancy. Some organizations track both calendar and business days for different insights.
Extended vacancies lead to increased overtime costs, delayed projects, lower team morale, lost revenue opportunities, and degraded customer service. They also risk losing top candidates who accept offers elsewhere during your slow process.
Most organizations track internal and external hires separately for TTF. Internal transfers typically have shorter TTF due to known candidates and less extensive screening. Blending the two can mask external hiring challenges.
Build talent pools proactively, use pre-employment assessments early in the process, standardize interview scorecards, set hiring manager response SLAs, and maintain an always-on employer brand presence to attract passive candidates continuously. Following these guidelines will help ensure accurate results and better outcomes over time.
Vacancy cost is the daily financial impact of an unfilled position. It often includes lost productivity, overtime for covering employees, decreased customer satisfaction, and delayed revenue. Common estimates range from 1× to 3× the daily salary of the role.
Most modern ATS platforms automatically calculate TTF from requisition open date to offer acceptance date. Ensure your team consistently updates these milestone dates. Export TTF reports by department, recruiter, and role level for comprehensive analysis.