Advanced Scheduling Metrics

if your company spends a significant amount of time on recruiting coordination, advanced scheduling metrics enable you to monitor and analyze the efficiency of your teams, identify potential bottlenecks, and uncover meaningful opportunities to improve we’ve introduced several new reporting subjects and filter fields within ashby’s reporting suite, letting you see how your scheduling process is performing at a glance dig deep into granular details with powerful drill down tools please note that advanced scheduling metrics are included as part of the advanced scheduling add on more on this at docid\ ycrhy6o 0hutvzyuuzmk1 overview please review the video below for an overview of the new subjects and fields new reporting subjects interview schedule versions a coordinator attempting to schedule an interview may go through multiple iterations of scheduling efforts due to cancellations, modifications, or rescheduling each time a new schedule is confirmed for an interview (whether by modification or rescheduling), it will be represented by a new interview schedule version for example, an onsite that is scheduled, then goes through three subsequent reschedules will produce four distinct interview schedule versions this is important because it provides you with a clear view of the actual scheduling volume that is happening across your team, as opposed to just counting each interview some interviews are simple, and some take a lot more effort! interview schedule versions have several distinguishing characteristics to provide visibility into the scheduling activities of your team and the reasons why schedules may have required some sort of change below you will find a list of the fields that can be displayed or used as filters within your reporting a reschedule involves adjusting interview participants, start/end times, or amending the number of interviews a modification is any other kind of adjustment (for example, updating the interview briefing, adding a zoom link, etc) fields field name description version the numeric version of this schedule version (for example, the original schedule would be 1 and the first reschedule would be 2) is latest version? yes/no field whether this is the latest version of the interview schedule scheduled by who the interview version was scheduled by scheduled by type the method used for scheduling this interview version (for example, auto schedule, manual schedule) created at the date and time when this interview schedule version was created scheduled at the date and time when this interview schedule version was scheduled cancelled at the date and time when this interview schedule version was cancelled (if applicable) hold requested? whether holds were used when scheduling this interview schedule version interviews start at the date and time the first interview will start at for this interview schedule version interviews end at the date and time the last interview will end at for this interview schedule version number of events the number of events within the schedule interview version number of interview participants the number of interviewers scheduled within the schedule interview version has participant decline? whether any interviewers participating in this schedule interview version have responded to the calendar invite with declined has candidate decline? whether the candidate participating in this schedule interview version has responded to the calendar invite with declined is multi day schedule? yes/no do the events in this schedule interview version span across multiple days version schedule type the schedule type for the schedule interview version (for example original schedule, modification or reschedule) schedule pull additional fields from the current interview schedule linked to this schedule interview version job consideration pull additional fields from the job consideration linked to this schedule interview version report examples below are some common questions and examples of reports that can help you find the data points needed question how much of your scheduling effort is going towards initial interview scheduling vs reschedules over time? what does that look like by coordinator, job, or interview stage? report type segmentation subject interview schedule versions time range interview schedule version’s created at filters optional (can filter by job, stage, department, etc) group by interview schedule version’s scheduled by interview schedule version’s version schedule type question across all interview scheduling activity, how much is your team using each scheduling method? report type count over time subject interview schedule versions time range interview schedule version’s created at filters optional (can filter by job, stage, department, etc) group by interview schedule version’s scheduled by type interview schedule summaries while interview schedule versions provide granular views into each scheduling action, interview schedule summaries are a powerful concept that enable you to get insights across all interview schedule versions for interview activities an onsite that goes through one initial scheduling and three subsequent reschedules will have four versions, but only one summary fields field name description latest version number the total number of versions of this interview schedule (for example, if an interview has been rescheduled once, this value would be 2 one for the original schedule and 2 for the reschedule) title the title of this interview schedule interview stage the title of this interview schedule's interview stage interview stage group the title of this interview schedule's interview stage group original version's scheduled at the date and time the original version of the interview schedule was scheduled at latest version's scheduled at the date and time the latest version of the interview schedule was scheduled at scheduled by the user who scheduled the interview schedule scheduled by type the method used for scheduling the latest version of this interview schedule cancelled at the date and time at which the latest version of the interview schedule was cancelled original version's start time the start time of the first interview of the original version of the interview schedule latest version's start time the start time of the first interview of the latest version of the interview schedule latest version's number of interview events the number of interview events within the latest version of the interview schedule latest version's number of interview participants the number of unique interviewers scheduled to be a part of the latest version of the interview schedule availability requested? whether candidate availability was requested for this interview schedule hold requested? whether holds were used when scheduling this interview schedule version used direct booking? whether direct booking links where used when scheduling this interview schedule had participant decline? whether any interviewers participating in this schedule interview version have responded to the calendar invite with declined had candidate decline? whether the candidate participating in this schedule interview version has responded to the calendar invite with declined version schedule type the category of scheduling activity type across all versions of this schedule job consideration pull additional fields from the job consideration linked to this schedule interview version availability first submitted at the timestamp when availability was first submitted at for this interview schedule availability last submitted at the timestamp when availability was last submitted at for this interview schedule availability submission count the total number of availability submissions for this interview schedule when reporting on interview schedule summaries , if a summary includes any versions that were reschedules, the summary will be classified as a reschedule for the version schedule type field (so if a summary has versions that are both modifications and reschedules, it will be classified as a reschedule) if a summary includes only modification versions, it will be classified as a modification and if a summary only has a single initial version, it will be classified as original schedule report examples below are some common questions and examples of reports that can help you find the data points needed question how many interview schedules involved a rescheduling event at all (i e across any version)? report type count over time (or segmentation if you’d like to look at a total figure for a timeframe) subject interview schedule summaries time range interview schedule summary’s original version’s scheduled at filters optional group by interview schedule summary’s version schedule type note be sure to adjust your view options to show a percentage on the y axis if you’d like to view this as a percentage question how often are reschedules or modifications happening by department, job, interview stage, etc? report type count over time subject interview schedule summaries time range interview schedule summary’s latest version’s scheduled at filters interview schedule summary’s version schedule type equals reschedule group by interview schedule summary’s job consideration’s job, interview schedule summary’s job consideration’s job’s department or interview schedule summary’s interview stage question how many interview schedules involve a candidate entering their availability more than once across departments? report type count over time subject interview schedule summaries time range interview schedule summary’s latest version’s scheduled at filters availability submission count is greater than or equal to 2 group by department interviewer rsvps this subject is particularly helpful for understanding interviewer declines and improving poor interviewer habits in response promptness and interview attendance you can measure interviewer participation insights and trends on granular level, with deep visibility into things like rsvp response times (how quickly do different participants respond to interview invites?) and notice times (how close to the time of the interview are participants responding?) fields field name description interviewer the employee who is conducting the interview status the interviewer's response to the interview's calendar invitation rsvp note the note left by the interviewer when submitting their rsvp submitted at the date and time the interviewer submitted the rsvp for the event interview title the title of the interview that the interviewer rsvp'd for interview role the interviewer's role for this interview interviewer pool the interviewer pool that this interviewer was chosen from is feedback required? whether the interviewer was required to leave feedback for this interview response time (hours) the duration (in hours), between the invite being sent and the interviewer's response notice (hours) the duration (in hours) between the interviewer's response to the calendar invite and the start time of the interview was rescheduled after? whether the interview was rescheduled after the interviewer submitted their rsvp schedule version pull additional fields from the interview schedule report examples below are some common questions and examples of reports that can help you find the data points needed question which participants are declining interviews most often? report type count over time subject interviewer rsvps time range interviewer rsvp’s submitted at filters interviewer’s rsvp status equals declined interviewer’s rsvp interview title is not contains debrief group by interviewer rsvp’s interviewer interviewer rsvp’s was rescheduled after? (optional, to view reschedules based on declines) question which jobs or interviews suffer from the highest decline rates? report type segmentation subject interviewer rsvps time range interviewer rsvp’s submitted at filters optional group by interviewer rsvp’s schedule version’s job consideration’s job (for reporting on jobs) or interviewer rsvp’s interview title (for reporting on interview types) question how can i review individual declines, reasons given, and whether those interviews ended up being rescheduled as a result? report type custom list subject interviewer rsvps time range interviewer rsvp’s submitted at filters optional fields to show interviewer rsvp’s interviewer, interviewer rsvp’s status, interviewer rsvp’s rsvp note, interviewer rsvp’s submitted at, interviewer rsvp’s interview title, interviewer rsvp’s was rescheduled after? interview schedules (new fields) for those who are sending scheduling requests to coordinators or coordination teams, you can now get visibility on scheduling request volume when reporting using this subject you can find these additional fields under requests when setting the subject of your report to interview schedules fields additional field name field description interview schedule’s request requested by the user who submitted the request interview schedule’s request assignee the user assigned to the interview schedule request interview schedule’s request submitted at when the interview schedule request was submitted interview schedule’s request priority the priority level assigned to the interview schedule request report examples below are some common questions and examples of reports that can help you find the data points needed question what does scheduling request volume look like over time? report type count over time subject interview schedules time field interview schedule’s request submitted at filters optional group by interview schedule’s interview stage group or interview schedule’s title question how much scheduling volume is happening by request priority over time? report type count over time subject interview schedules time field interview schedule’s request submitted at filters optional group by interview schedule’s request’s priority question how many requests are being assigned to each coordinator over time? report type count over time subject interview schedules time field interview schedule’s request submitted at filters optional group by interview schedule’s request’s assignee advanced scheduling templates within reports > templates or in the reporting templates section of the reports > report builder, you will be able to access the a selection of scheduling report templates below you’ll find a visual reference showing where each key metrics falls within the scheduling timeline you can click on the image to get an enlarged view each template is also listed beneath the timeline with the metrics used to calculate each template for your reference scheduling turnaround times this report shows how quickly interviews are scheduled once a candidate enters an interview stage how to use this report use this report to measure the efficiency of your scheduling process faster turnaround times mean candidates spend less time waiting for interviews to be confirmed, improving the overall candidate experience what's in the data? calculated as the average time from when a candidate enters an interview stage (scheduling begins) to when the interview is confirmed on the calendar reflects both recruiter responsiveness and candidate engagement time to schedule this report shows how quickly interviews are scheduled after candidates provide their availability how to use this report use this report to track recruiting team responsiveness to candidate availability shorter times indicate efficient scheduling and a smoother candidate experience what's in the data? calculated as the average time from when a candidate submits availability to when the interview is confirmed highlights how long candidates wait before seeing their interview scheduled only includes interviews where candidate availability was requested and submitted in ashby (e g excludes direct booking) scheduling lead times this report shows how far in advance interviews are typically scheduled (excluding reschedules) how to use this report use this report to understand interviewer engagement and capacity a shorter lead time generally indicates that interviewers are making themselves available in advance, while longer lead times can suggest tighter schedules or difficulty securing interviewer participation what's in the data? calculated as the average time between when an interview is confirmed on the calendar and its initially scheduled start time excludes delays from any reschedules adjusted scheduling lead times this report shows how far in advance interviews are typically scheduled (including reschedules) how to use this report use this report to understand interviewer engagement and capacity a shorter lead time generally indicates that interviewers are making themselves available in advance, while longer lead times can suggest tighter schedules or difficulty securing interviewer participation what's in the data? calculated as the average time between when an interview is confirmed and when it actually takes place includes delays caused by reschedules total scheduling duration this report shows the total time it takes for an interview to actually happen once a candidate enters an interview stage how to use this report use this report to evaluate the overall speed of your scheduling process it captures both how quickly scheduling is completed and how long it takes for the interview to actually occur can be viewed as a combination of turnaround time + adjusted lead time what's in the data? calculated as the average time from when a candidate enters an interview stage to when the interview happens includes any delays caused by reschedules time to interview this report shows how quickly candidates reach their initially scheduled interview after providing availability (excluding reschedules) how to use this report use this report to understand candidate wait times from their perspective it highlights how long it typically takes to get candidates into their next interview once they have submitted availability what's in the data? calculated as the average time from when a candidate submits availability to the start time of their initially scheduled interview only includes interviews where candidate availability was requested and submitted in ashby (e g excludes direct booking) excludes delays from rescheduling adjusted time to interview this report shows how long it actually takes for candidates to have their interview after providing availability, including delays from reschedules how to use this report use this report to measure real candidate wait times it accounts for any reschedules and helps identify bottlenecks or reliability issues that slow things down what's in the data? calculated as the average time from when a candidate submits availability to when the interview actually happens only includes interviews where candidate availability was requested and submitted in ashby (e g excludes direct booking) includes delays from rescheduling rescheduling impact this report shows how much rescheduling is extending your interview timelines how to use this report use this report to assess the cost of rescheduling on both interviewer engagement and candidate experience it highlights whether reschedules are meaningfully delaying interviews and where improvements might be needed what's in the data? calculated as the average difference between scheduling lead time (initial) and adjusted scheduling lead time (actual) quantifies the impact of delays introduced by rescheduling remember to click save once you’ve created your report so it will be added to your saved reports! faq i f i start auto scheduling an interview, but have to tweak it along the way (e g swapping out an interview on the shared plan), will the interview scheduling version get logged as manually scheduled? if you start auto scheduling and tweak something along the way within the auto schedule flow (e g click "use schedule" from one of the auto schedule options presented, and then update one of the interviews in the following screen), the scheduled by type will still be logged as "auto schedule" put another way, the scheduled by type is set at the beginning based on how you start a new scheduling process if the interview was scheduled using auto schedule, then was rescheduled using manual schedule, there would be two versions listed, one for each scheduling type i s there a way to see whether a candidate decline resulted in needing to reschedule? what’s possible today you can see whether there was a candidate decline on certain interview schedules (or versions of the interview schedule, and if it was rescheduled or modified multiple times) we can also see if a schedule was rescheduled via direct booking link, which could be viewed as a reschedule due to a candidate what’s not yet possible we do not currently have reporting on decline reasons for candidates, or the ability to see how closely the decline (from a candidate) happened to the time of the interview c an you see which candidate declined/rescheduled based on the original date of the interview was? yes, you can see each specific instance and which specific candidate responded with a decline you can also see what the interview start at time was for that specific schedule version please note, we can only see if (true/false) there was a candidate decline on one of these schedule versions from the data, you should also be able to infer if it was rescheduled, because that would show up as another version for the same candidate and the same interview/stage, but with a higher "version" number — which indicates a new schedule being created (whether due to rescheduling or other modification minor modification) w hat happens if an interview is rescheduled and then the reschedule is modified? what will the version schedule type show up as when reporting on interview schedule summaries? this will result in three interview schedule versions, of the types original, reschedule and modified respectively at the interview schedule summary level, the version schedule type will be marked as a reschedule because reschedules supersede modifications when aggregated at the summary level a re interview schedule summaries based on the interview stage, interview schedule activity, or individual interview event? they are based on interview schedule activity whether your interview schedule activity has one interview event, or multiple events (e g an onsite), it will be represented by a single interview schedule summary if there is more than one event in an interview schedule activity, rescheduling that activity (whether only one event changes, or multiple events change) will count as one new interview schedule version (marked as a modification or reschedule depending on the change), and will be counted as part of the single interview schedule summary for all versions for that activity if you have more than one interview schedule activity within an interview stage, each will have their own interview schedule summary i f i reschedule an interview more than once in a short time, will that count as multiple reschedules? yes if you reschedule an interview activity twice in quick succession, it will still count as two reschedules (two new versions) regardless of how little time has elapsed in between w ith interview schedule versions, what is the difference between a modification and a reschedule? a reschedule involves adjusting interview participants, start/end times, or amending the number of interviews a modification is any other kind of adjustment (for example, updating the interview briefing, adding a zoom link, etc) w hat are the different scheduled by types and what do they mean? here’s a list showing each scheduling type and a definition manual schedule represents interview schedules created by using the manual schedule option within the ashby interface auto schedule represents schedules created via ashby's auto scheduling feature direct booking represents schedules where candidates booked their own interview times through a direct booking link, which allows candidates to self select from available time slots ashby public api represents schedules created programmatically via ashby's public api (used for integrations and automated scheduling through external systems) external reschedule represents schedules updated automatically due to two way calendar sync automation (e g when external calendar changes trigger automatic updates in ashby) automation (interviewer declined) represents automatic rescheduling triggered when an interviewer declines a calendar invite (the system automatically finds a replacement interviewer or reschedules) automation (training path update) represents automatic updates to fix instances where interviewer training roles change or get out of order, to ensure training sequences remain properly ordered