Interview Funnel Rate Calculator

Enter counts for each stage. Keep stages non-increasing for clean signals.

Example data table

Use this sample to test calculations quickly.

Formula used

• Step conversion (%): (Next stage ÷ Previous stage) × 100
• Cumulative conversion (%): (Stage count ÷ Total applicants) × 100
• Dropoff: Previous stage − Next stage
• Applicants per hire: Total applicants ÷ Hires started
• Offer acceptance (%): Offers accepted ÷ Offers extended × 100
• Estimated time to start: Sum of all average day inputs
• Estimated total cost: (Cost per applicant × Applicants) + (Cost per interview × Events)

Costs and time are estimates to support planning, not accounting.

Applicant source mix affects yield

Split applicants by external, referral, and internal channels to expose quality differences. Referrals at 10–25% of volume often lift early pass rates because candidates arrive pre-qualified. If external volume dominates, compare total applicants to resumes screened to confirm targeting.

Use the auto total to reconcile tracking. If you receive 375 applicants and screen 220, your initial screening rate is 58.7%. Monitor this gate monthly and investigate sharp swings.

Stage conversion highlights friction

Step conversion is next ÷ previous × 100. Cumulative conversion anchors each stage to total applicants for forecasting demand. A recruiter-pass rate below 70% often points to unclear requirements, inconsistent scoring, or weak job messaging.

A balanced funnel shows steady step rates; sudden drops often reflect process changes, interviewer drift, or misaligned evaluation criteria across roles today.

Dropoff is previous minus next. The largest dropoff label helps you prioritize fixes, then re-run the funnel after process changes to confirm improvement.

Offer dynamics shape hiring velocity

Track offer rate from final interviews, offer acceptance, and start rate from accepted offers. Acceptance below 75% can indicate slow decisions, compensation gaps, or poor candidate experience. A start rate under 90% suggests onboarding delays or late-stage competition.

If offers are high but acceptance is low, tighten expectation setting during the phone screen and share role realities earlier.

Cycle-time math supports forecasting

Add average days for screening, phone, interviews, and offers to estimate time to hire. Then include offer-to-start days for a realistic time-to-start view. For high-volume roles, time-to-hire above 20 days signals scheduling and approval friction.

Use target hires to back-calculate required applicants from observed overall conversion. If overall conversion is 2.5% and you need 12 starts, plan for about 480 applicants, then validate capacity at phone and interview stages.

Cost model informs trade-offs

Estimated total cost combines a per-applicant sourcing cost with a per-interview event cost. Interview events count phone screens plus panel and final interviews, giving a consistent unit for effort. Treat the output as directional and run scenarios.

Increasing assessments may raise per-candidate cost yet reduce panel load and cycle time. Compare cost per hire before and after changes to support budget and prioritization.

FAQs

What does step conversion measure?

It measures the percentage moving from one stage to the next: next stage divided by previous stage, multiplied by 100. It isolates where candidates stop progressing.

Why do some stages show higher counts than earlier stages?

Higher later-stage counts usually mean duplicated tracking, mixed time windows, or importing totals from different sources. Align dates and de-duplicate candidates to keep stages non-increasing.

How is cost per hire calculated here?

The tool estimates sourcing cost as cost per applicant times applicants, then adds interview cost as cost per interview event times events. Total cost divided by hires started yields cost per hire.

What counts as an interview event in this calculator?

An interview event is a completed phone screen plus completed panel and final interviews. It is a consistent unit for time and coordination effort, not a detailed time-sheet measure.

How should I choose a target hires value?

Use the number of starts you need within your planning period, such as a quarter. The calculator then back-plans required applicants and later-stage capacity using your observed conversion rates.

Can I use this to compare roles or time periods?

Yes. Enter one role or month at a time, export CSV or PDF, then compare step rates, dropoffs, cycle time, and cost per hire across snapshots.