Sourcing & Recruiting Candidate Funnel & Output Calculators

Candidate Sourcing FunnelHave you ever wondered:

  1. How many resumes, social profiles, names, etc., you have to identify to result in 1 hire?
  2. How efficient your sourcing/recruiting/hiring process is?
  3. How many candidates you need to submit to fill your position?
  4. How more effective messaging/engagement strategies and tactics can measurably improve your efficiency?
  5. How wonderful it would be if you could educate your hiring manager/team on exactly how much effort goes into producing 1 hire, and the effects of a poor assessment/hiring process?
  6. The # of hires per month a sourcer/recruiter can affect per month based on their daily activity?
  7. How many sourcers/recruiters you need to achieve a target # of hires per month?

If you answered “Yes!” to any of the above, you’re in luck, because I’ve whipped up a couple of candidate funnel and sourcing team calculators that can help you answer those questions and more.

Candidate Sourcing Funnel Calculators

You can grab a copy of the file here or simply click the image below:

Candidate Sourcing Funnel Calculator

By entering your target # of hires and setting your percentages/conversion ratios at each step of the funnel, you can see the estimated number of people you would have to identify in order to achieve your hiring goal, as well as the estimated number of people you will actually talk to and submit for consideration, and the number of interviews that would need to take place.

As you could imagine, this data can be used to manage expectations of hiring teams, because in some scenarios, the local talent pool might not be big enough (i.e., there may not be 67 local Mandarin speaking Ruby developers). :)

If you’re not doing so already, I highly recommend you start to measure the following per job, hiring manager, group/division, skillset, etc.:

  1. Response rates
  2. % of people who are QIA out of those who are successfully contacted
  3. % of candidates who pass prescreens (if any are used – e.g., technical, online assessments, etc.)
  4. % of candidates selected to interview
  5. % of candidates who receive an offer after interviewing
  6. % of people who accept their offer (and actually show up!)

If you’re measuring these data points, you can add them to your candidate funnel calculator to much more accurately predict how many people you will need to identify and submit in order to produce a hire.

More importantly, these data points can help you identify constraints/challenges in your candidate sourcing and recruitment process and you can work with your hiring teams to try to improve the conversion ratios at each step of the funnel. For example:

Response Rates

You could try to affect a higher response rate from potential candidates by working with the hiring team to create compelling descriptions of the work, team and environment, incorporate sound bites & testimonials from existing employees, and even leverage members of the hiring team to reach out to potential candidates. Higher response rates can drastically effect the candidate sourcing funnel, reducing the # of people that must be identified to achieve the target # of hires. Keeping everything else the same as the above sourcing funnel, simply changing the response rate from 25% to 40% can reduce the # of people needed to be identified from 67 to 42. If you could achieve a 75% response ratio, you’d only have to identify 22 people.

Submittal to Interview Ratio

If the % of candidates submitted that are selected to interview is lower than 100%, there could be a number of contributing factors to explore, such as:

  • The sourcers/recruiters don’t fully understand the position they are working on and the manager/group they are supporting and what entails the right match
  • The sourcers/recruiters are not doing a good enough job of packaging up their candidate submittals so that the hiring team can see them for the matches that they really are
  • The hiring team is being too picky and judging candidates on their resumes alone
  • The hiring team doesn’t really know what they are looking for (unfortunately, this happens too frequently!)


If the data shows that a relatively small % of people pass the prescreen, it might indicate that the prescreen is poorly designed, with either a poor user experience (I had a situation where the prescreen was so long and laborious people would simply abort and withdraw) and/or it is not an accurate way of determining candidacy.

Offer Acceptance

If the data shows a relatively low offer acceptance ratio, you should work with your hiring team to perform a root cause analysis, including following up with the people who have rejected offers to find out why and work with the hiring team to see if you can address any patterns (e.g., lower than market compensation, poor interview process, work seemed boring, etc.).

Local Talent Pool

Even with high conversion ratios all along the funnel, the number of estimated people that must be identified to produce the target # of hires might end up being an unrealistically high number depending on the requirements of the hiring team, and leveraging the data can foster a collaborative conversation on alternatives, such as opening up the search to non-local candidates, reducing some of the hiring requirements (e.g., the local talent pool for mobile application software engineers with ecommerce experience is small – the hiring team may decide that ecommerce experience isn’t actually necessary, opening up the local talent pool), etc.

Of course, you can build upon these calculators and to mirror your specific processes, as well as measure and model things such as % candidates submitted by sourcers that are “accepted” by the recruiters as viable, candidate:applicant conversion ratios, withdrawals, no shows (interviews and/or day 1 walk on), etc. Feel free to modify/build upon what’s already there to better suit your specific needs.

NOTE: You may notice some funny looking numbers showing up in the calculators at times (e.g., 75% of 2 isn’t 1), and this will be due to the fact that I formatted some cells to only display whole numbers (# candidates engaged, submitted, selected for interview, etc.). Feel free to reformat those cells to show 1 or 2 decimal places if you don’t mind seeing fractional numbers in those areas, although I do hope you realize fractional people don’t exist. :)

Sourcing/Recruiting Team Output Calculator & Team Estimator

On the second worksheet of the file above you will find a sourcing/recruiting team output calculator. Once you enter the number of people each sourcer/recruiter can consistently find/identify per day, the calculator will estimate the number of candidates engaged daily and the number of candidate submittals, interviews and hires affected daily, weekly and monthly per sourcer/recruiter.

You can also enter your target # of hires per month to estimate the # of sourcers/recruiters you will need to achieve your monthly hiring goal.

Daily Sourcing Recruiting Activity Output Calculator Per Sourcer or Recruiter

What Do You Think?

Let me know if you find these calculators helpful, and don’t hesitate to let me know if you find any glitches I need to fix or if you have suggestions for improving them.


  • Mary

    What is the best way to track the “# resumes, social profiles, names, etc, to source”? That is sometimes difficult because there are so many sources.

  • amit

    One thing is missing. Number of requirements a sourcer / recruiter is working on. Most cases sourcers / recruiters working on at least 7 requirements at any given time.

    Number of resumes to be sourced, number of cdts in pipeline / interview shorlistings etc will come next.

    This calculator will work good depending on the number of requirements sourcer / recruiter working, else this would be just a calculation.

  • Chris Dunworth

    Thanks for posting these spreadsheets. We’ve been working on something similar and this will be a great resource.

    It doesn’t seem like the % of offers extended or accepted have any impact on the final estimate. If the % of offers extended is at 50% you would need twice as many submissions to get the expected hire?

    Also if I enter an extremely high # in for the Target #, the final estimates seem to go down when I would assume these numbers should be getting higher.

    Any insight on these two points would be appreciated. Thanks again for the great post.

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  • Luke Doubler

    A great framework when developing a sourcing strategy. Great post Glen.

  • Thanks Chris!

    I just changed the % of offers extended and then the % offers accepted, and the # of people needed to be sourced drops dramatically – see the series of images below.

    Also, I doubled the target # of hires from 80 to 160 as an example and it doubled the # of people needed to be sourced (5333 to 10667)

    Can you share any before/after pics so I can see what might be going on?


  • Good point Amit – it would definitely be a worthwhile endeavor to try and incorporate # of requirements each sourcer/recruiter is working on. Have you built or seen anything that does this?

  • I recommend sourcers and recruiters to use a sourcing tracker and enter # of people ID’d per source on each requirement. If they make it a part of their day while they’re sourcing, it doesn’t take long to enter and track this effort, and it yields great intel!

  • Amit

    Yes Glen! My current company is using a ATS system that keeps track of number of recruiters assigned to particular requirement, number of requirements each recruiter is working on, number of cdts sourced etc. RPOs have more strict matrix they keep track of number of calls a recruiter is making, each recruiter is given a target of number of calls to be made.

    In India this system is aggressively followed by 85% of recruiting companies / agencies

  • Is this a calculator it just a spreadsheet that recruiters add what ever numbers they want to in it? If it’s a calculator, I love it and have been doing it for years as it works fantastic in regards to recruiter team management. If its not a calculator and just a spreadsheet that recruiters add numbers to, I wouldn’t waste your time.

    A “calculator” needs data to …calculate. A simple add to your file would be a “data” tab and your “calculator” tab would be formulas that pull pull from the data tab.

    So, in order to hit your first cell (# of people to source) a recruiter would have to first create a target list of potential candidates to recruit. Then simple updates to those efforts would fill in the numbers below. BTW, # of Candidates Engaged is a very important metric for recruiters..the ability to convert “names” into relationships of some sort.

    Hiring managers love target lists..names, titles, companies…you show them that and you quickly become a partner and not just the person that posts the job.

    So learn a few excel formulas (countif and sumif do wonders), understand the difference between production vs. performance, and create a scorecard and you suddenly have data driving your program. Drop a few cool charts on top of the data and you are now running your team like a business.

  • Very helpful Post!!! This is the first time I have read a post like this .Here I am also sharing a link about the Find Candidates to leading Job Portal

  • JohnDennehy

    After two years of searching for good posts on sourcing/recruitment analytics this is the best I’ve seen. Thank you.

    My company was tracking data like this for a large client for 18 months. Half way through the project there was a personnel change on the client side. We felt the change had a negative impact on the candidate experience resulting ultimately in less hires. What was great was to have the data points to illustrate exactly where the problem was and and when it started to occur.

  • sunny

    can you share the excel spreadsheet on here?

  • Ben

    Hi Amit, great point. We are testing one too in Europe but I believe that it could be adjusted appropriately to # of projects sourcers/recruiters are working on and what should be magical number you can scale much more :/ I would appreciate if you could name the software youre using, just to test it out..thanks

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  • Excellent! Thanks for sharing – now my team of 10 sourcers have more accountability!

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  • This is great! I’ve been using this to track my sourcing efforts. Jonathan Kidder #WizardSourcer

  • Ritu

    Hi Amit, Can you share the tool you use for measuring the recruiter capacity?

  • Shonda Trotter

    I’m totally new to recruiting as have always been on the business development side where I brought in the job orders and handed them off to the recruiter. Therefore I’m having to learn how to effectively search for candidates from 3 job sourcing sites –, and LinkedIn Plus also my hiring managers are used to receiving candidates directly submitted to them via our work email and are not utilizing the jobsites where I can effectively track which candidate I submitted from which jobsite. (The hiring managers do not use the job sites at all to provide feedback) and I’m doing triple entering/sourcing/notes/emails and people are getting lost in the shuffle. In addition, this is a completely new industry to me – Roadway/Structural/Bridge Engineering which is highly niche oriented and as you mentioned above, the hiring manager expectations and job requirements are no allowing me to find ANY candidates that meet all their job requirements. I’m very frustrated and can use any help anyone can provide. I’m the sole recruiter for a 100-125 employee company and I’ve had no instruction on what to do as I’m basically trying to figure all this out myself. I’ve been on the job for almost 3 weeks and have worked 50hrs plus each of the weeks so far. Can some one help me please?