Case Study — Recruitment Dashboard

The recruitment team of a large organization was handling a high volume of roles across multiple departments, yet lacked a unified view of how hiring was performing. Key metrics—such as the time roles remained open, candidate drop-off points, the hardest positions to fill, and the effectiveness of different sourcing channels—were tracked manually or through fragmented ad-hoc reports. This approach often led to inconsistent results, reporting delays, and errors, making it difficult for the team to gain a reliable picture of recruitment performance.

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Without timely and accurate insights, it was challenging to identify bottlenecks in the hiring process, proactively optimize sourcing strategies, or allocate resources effectively. Senior stakeholders were left without confidence in the data, complicating workforce planning and decision-making. The organization needed an interactive, data-driven solution that could provide a clear, real-time view of recruitment activity, streamline reporting, and empower both recruiters and leadership to make informed decisions quickly.

We worked closely with HR and recruitment teams to understand their day-to-day workflows, reporting needs, and key performance indicators. This collaborative approach helped identify which metrics were most critical for tracking recruitment efficiency, understanding candidate flow, and supporting strategic workforce planning. By mapping out these needs upfront, we ensured the final dashboard would be both actionable and aligned with how recruiters and leadership actually work.

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The underlying data model was carefully designed to unify position, application, interview, and hiring outcome data. To ensure up-to-date insights without delay, the solution was designed to connect directly to the source, in this case a SQL Server database using DirectQuery — delivering near real-time reporting across all hiring metrics. Key measures—including time-to-hire, time-in-stage, funnel conversion rates, and rolling recruitment metrics—were built using DAX, enabling consistent, accurate reporting across all views. This robust data model provides a single source of truth for recruitment analytics, supporting both operational decision-making and executive-level oversight.

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Building on this foundation, a Power BI recruitment dashboard was developed to consolidate recruitment data into one consistent, interactive view. The report was designed around how recruitment teams and leaders actually work, with two clear perspectives: positions and workforce demand, and candidate progression through interviews.

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The solution brings together position, application, interview, and hiring outcome data into a single, consistent reporting model that can be explored at executive or operational level.

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​Positions and hiring demand

 

The first page focuses on open roles and recruitment workload. It tracks the number of positions created, filled, and currently open, alongside total applications and hires. Hiring performance is broken down by job title, department, and position type (new hire versus replacement), making it easy to see where demand is concentrated and which roles are hardest to fill.

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Time-based measures such as days open, average time to fill, and average time to hire are used to identify ageing vacancies and roles that require intervention. Trend visuals show how recruitment demand and fill rates change over time, helping teams understand whether hiring capacity is keeping pace with business needs.

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Candidate flow and interview performance

 

The second page focuses on how candidates move through the recruitment process. It tracks applications through each stage of the hiring funnel, from initial sourcing and screening to interviews, offers, and final hires. Funnel conversion rates highlight where candidates drop out, while time-in-stage metrics reveal delays caused by interview scheduling, hiring manager availability, or offer approval processes.

 

The dashboard also measures sourcing effectiveness by showing hires and applications by channel, including referrals and internal candidates, enabling recruitment teams to focus effort and budget on the most effective sources.

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Across both pages, the dashboard provides a consistent view of recruitment efficiency, pipeline health, and hiring outcomes. This allows HR and recruitment leaders to monitor performance, explain results to stakeholders with confidence, and take targeted action to reduce time to hire and improve the overall recruitment process.

With all recruitment activity consolidated into a single, interactive dashboard, the team gained unprecedented visibility across every stage of the hiring process. Bottlenecks can now be identified quickly, allowing recruiters to intervene before delays escalate, while time-in-stage and funnel metrics reveal exactly which stages are slowing progress. Sourcing strategies can be optimized based on real performance data, ensuring effort and budget are focused on the most effective channels.

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By replacing fragmented, manual reporting with a reliable, data-driven view, hiring managers can clearly track progress for their open roles, while HR leaders are empowered to have informed conversations about capacity, resourcing, and process improvements. This has led to faster, more confident hiring decisions, improved recruitment efficiency, and a stronger alignment between operational activity and strategic workforce planning.