9 Recruiting KPIs That Actually Matter And How to Track Them
If you’ve ever felt like you’re shooting in the dark when it comes to recruiting KPIs—guessing if you’re doing well or just spinning in circles—you’re not alone. Back in my IT-support days, I’d see recruiters stare at dashboards full of numbers and say, “So… which of these actually matter?” Spoiler: not all data is created equal.
So here’s my real, no-nonsense version of the nine recruiting KPIs that actually move the needle—and exactly how you can track them without losing your mind.
1. Cost Per Hire
What it is: Total recruiting expenses—ads, job boards, referral bonuses, time spent—divided by the number of hires.
Why it matters: If you’re spending $10K to fill an entry-level role, something’s off. Track it to spot budget leaks or bad sourcing channels.
Source: Applicant Tracking System / HR Information System
2. Source Quality
What it is: A simple see-saw: which channels bring in the best candidates?
Why it matters: If LinkedIn yields your top talent, double down. If Indeed brings in tumbleweeds—ditch it.
Source: Applicant Tracking System
3. Number of Qualified Candidates
What it is: The count of folks who actually match what hiring managers want.
Why it matters: If tons are applying but none make the cut, your job listing might be misleading—or you’re targeting the wrong audience.
Source: Applicant Tracking System / Candidate Relationship Management
4. Quality of Hire
What it is: A cocktail of performance, retention, and feedback.
Why it matters: Filling seats is easy. Hiring someone who sticks around and crushes their role? That’s the real win.
Source: HR Information System
5. Time to Hire (or Fill)
What it is: How many days it takes—from posting the job to the candidate accepting the offer.
Why it matters: Slow hiring = lost candidates + productivity gaps. One Reddit user said, “Time to Fill—60 days? Try to pull that to under 45 if it’s not rocket science.”
Source: Applicant Tracking System
6. Offer Acceptance Rate
What it is: Offers accepted ÷ offers made.
Why it matters: If people are ghosting your offers? Your offer package or process is likely not compelling enough.
Source: Applicant Tracking System
7. Candidate Net Promoter Score (NPS)
What it is: Likelihood candidates would recommend you—on a scale of 1–10.
Why it matters: Happy candidates—even rejected ones—could become future hires or referrals. NPS shows if you’re leaving a good impression.
Source: Applicant Tracking System if it has survey tools, or from survet tools
8. First-Year Turnover Rate
What it is: Percentage of hires who leave within 12 months.
Why it matters: High turnover costs more than hiring—it hints at onboarding issues or poor job match.
Source: HR Information System
9. Adverse Impact
What it is: Measures fairness—are some demographic groups being passed over?
Why it matters: If a protected group is being selected less than 80% as often, that’s a red flag (and a legal risk).
Source: Applicant Tracking System DEI dashboards
How to Make These Recruiting KPIs Work for You
Pick 3–5 recruiting KPIs that align with your actual problems.
Track them consistently—use tools like ATS, Google Sheets, or dashboard tools.
Set targets (e.g., reduce Time to Hire by 10% this quarter).
Review and adjust monthly or quarterly.
Tools That Make Tracking Recruiting KPIs Easy
Most ATS platforms (like BreezyHR, BambooHR, Manatal) track basic metrics automatically.
For deeper analysis, tools like Tableau or Google Data Studio can bring it all in one place.
Simple but powerful—pivot tables in Sheets/Excel work wonders for DIY data fans.
Final Word
It’s easy to drown in dashboards, but focusing on a few strategic recruiting KPIs can turn your recruiting from guesswork into a data-driven machine.
FAQ: Recruiting KPIs That Actually Matter
What are the most important recruiting KPIs to track?
Focus on KPIs that actually move the needle, like Cost Per Hire, Time to Hire, Quality of Hire, Source Quality, and Offer Acceptance Rate. Don’t just track everything—pick 3–5 that address your real recruiting pain points.
How do I actually track these KPIs without getting overwhelmed?
Start simple. Use your Applicant Tracking System (ATS) for most metrics—many platforms track key numbers automatically. For a deeper dive, tools like Google Sheets, pivot tables, or analytics platforms (like Tableau) can help you see trends without drowning in data.
Why do these KPIs matter more than others?
These KPIs aren’t just numbers—they help you spot wasted budget, hiring bottlenecks, and even potential bias. When you track what matters, you can improve your process, fill roles faster, and actually make hiring less of a guessing game.