Recruiting Planner

this document reviews how to create and configure the recruiting planner template report the recruiting planner is available on the foundations, legacy plus, plus and enterprise plans foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ recruiting planner overview the recruiting planner template report allows you to plan required recruiting activities based on historical performance, input headcount goals, and a hiring date range (e g this quarter) ashby will then compute the total available time available to achieve your target headcount hires while incorporating the customizable passthrough rates to summarize the total number of activities at each stage required to hit those goals additionally, the overall goals will be presented as a weekly pace of events to better understand the required weekly efforts the generated recruiting plan produces overall and weekly numbers for activities in each stage group, broken down by the contributing plans in this example, to achieve the 32 target hires for the quarter a total of 30 recruiter screens per week is recommended, with 17 of those weekly screens allocated to engineering candidates the generated recruiting plan produces overall and weekly numbers for activities in each stage group, broken down by the contributing plans in this example, to achieve the 32 target hires for the quarter a total of 30 recruiter screens per week is recommended, with 17 of those weekly screens allocated to engineering candidates tutorial configure the recruiting planner the recruiting planner report can be found in the report template library under reports > templates > recruiting planner when creating a new recruiting plan, you’ll specify the date range of your anticipated recruiting efforts (e g this quarter, this year, next month, etc) and a headcount target an example recruiting plan report with three distinct headcount targets contributing to the overall recruiting plan, each with a unique passthrough rate the date range of your planned recruiting efforts each plan you add consists of a target hires and a passthrough rate you can customize remove, reset or customize the passthrough rate with historical data add additional headcount targets to complete your recruiting plan the overall recruiting plan is summarized in a results table, showing the overall and equivalent weekly activities per stage group, broken down by individual plans customize your passthrough rates with historical data the recruiting planner defaults to selecting the last 6 months of historical data to generate representative passthrough rates for your organization if you wish to customize the passthrough rate, you can manually toggle the percent passthrough from stage to stage or select configure to open a historical passthrough rate selection menu when adjusting the percent passthrough, you can see the impact on your overall recruiting plan immediately after fine tuning your plans, you can save your report for reference if any stages are listed with a blank or value of zero, then forecast results will not be generated be sure that passthrough rate values are set to any number other than zero for each stage, then forecasting will populate correctly in the recruiting planner screen cast 2022 02 15 at 2 23 48 pm gif configure progress tracking to track progress towards goal for each plan select configure and navigate to the progress tracking tab there you will be able to specify the conditions for any activity to count towards progress for example, if you had an engineering department target you would enter the engineering department in the progress tracking filter subsequently, all activity that occurs within the engineering department during your plan’s start and end dates will count towards your goal screen cast 2022 12 05 at 8 58 35 am gif view time elapsed and progress to goal the progress across plans is tracked and presented against goal per stage group once configured hovering over the progress column will provide additional information on time elapsed and progress to goal screen cast 2022 12 05 at 9 03 22 am gif recruiting planner visualizations the recruiting planner presents a detailed summary in the plan table however, there are various manners of visualizing your overall plan and progress towards the final hiring targets each visualization option suits a different manner of reviewing goals and progress and is briefly summarized below some visualization options that are common to chart types are conditional color formatting specify pacing targets to color code your results in a red yellow green format screenshot 2023 12 06 at 3 11 52 pm png progress tracking enable progress tracking to show overall progress in each stage make sure you’ve configured your progress tracking as outlined above forecasting enable the forecasting option to extrapolate the likely hiring outcomes by the end of your plan period this forecast is based on extrapolating your rate of hiring and the remaining time in your plan plan table the plan table visualization summarizes your recruiting planner results in a dense table format you can further adjust this table by hiding stage groups and other plan summary columns, as well as including forecasts, progress tracking and conditional color formatting in the above chart you can see the plan duration and total target headcount summary the elapsed time for your plan duration based on the current date progress tracking and color coded pacing an estimated forecast on the hiring outcome at the end of the plan period stage progress chart the stage progress chart aims to show the progress for each stage group for each individual plan this chart can show results on an absolute count basis, or a percent progress basis this visualization can aid immediate visual insight into which parts of the funnel are proceeding at what rate in this example, you can see that the “analytics” plan is trailing at the top of funnel stages, but that onsites, offers and hiring outcomes have turned out well and are leading expectations in the above chart you can see each individual plan the individual stage groups, which can be toggled on/off or hidden entirely as an option the percent progress against the planned goal plan progress chart the plan progress chart provides quick and immediate access to a view that focuses on hiring targets and outcomes when the optional forecast is turned on, the end of plan outcome is summarized by showing likely hires and the likely deficit against plan, if any in the above chart you can see each individual hiring target the forecasted “expected hires” at end of plan per target the forecasted “expected deficit” at end of plan per target the current hires made to date per target progress over time chart this view is provided for teams looking to analyze their progress over time against a hiring target the total hiring target is taken and presented as a linear goal over the specified plan period an optional forecast can be included, as well as options to view these results on a weekly, monthly or quarterly time basis in the above chart you can see the total, cumulative hires made at a point in time the linearized total headcount goal over time the optional forecast line showing the likely outcome at the end of plan pace to goal chart another, intuitive way of summarizing all progress is to use a pace to goal chart this shows the percent progress against the target against the percent time elapsed for the plan duration this allows for a quick visual assessment of which plans are on track or off track as paced against time elapsed for example, in the below chart it can quickly be seen that the analytics plan is roughly on target and will likely end at 92% of plan, while the marketing plan is severely behind targets and likely to end at only 65% of plan in the above chart you can see a visual indication of the time elapsed the progress at present with conditional color coding for each target the forecasted end of plan outcome shown in a lighter tone for each target the total blended progress and forecast across all targets faq how is the expected deficit calculated on the plan progress chart? for the expected deficit metric, ashby takes the current forecast for the end of period outcome and then compares that against the plan target/targets to estimate where you will be once the time period is complete as an example, if you have a target of 10 hires over a quarter, halfway through the quarter you may only have made 5 hires, but if at your rate you expect to complete 10 hires based on our forecast then by the end of quarter the expected deficit is 0, (so you hit your target) however, if your rates are lagging and halfway through the quarter the estimate is you may make only 8 hires by the end of the period, the expected deficit will be 2 (i e 8 hires out of 10 targeted)