Skip to main content

Important system message. Read More

View Alert [ close x ]
Content Starts Here
< Back

Article

Recruiting Workflow Searches: Time to Complete Application

Release: 16.3

View As PDF

Overview

The searches and reports identified in the Common Searches & Reports article are the most commonly requested, and include the following report. To learn how to run searches and reports in the iCIMS Talent Platform, refer to the Creating a Recruiting Workflow Search article. To learn how to save a report for future use, refer to the Saving Search & Output Templates article.

This article provides information for three related searches. Click below to jump to a specific section in this article. 

Time to Complete Application: Incomplete Candidates

Scenario: You want to see where candidates are dropping off within your application process. You want to organize your search by portal and application step, since different portals may have differing application steps.

Running the Search

Menu Path: Go to: Search > Recruiting Workflow
Keywords:
 N/A
Filters: Select the Time to Complete Application search template from the Search Template dropdown. 
Output: Review the default output options, and modify as necessary before running the search.

Understanding the Search Results

 
A screenshot of search results.
 

The results of this search will provide some helpful statistics about your portals and where candidate drop-off is occurring. Some of the most important columns in this search are described below:

  • Count (%) shows how many records make up each grouping 
  • Source Portal shows which portal each candidate used to apply (which is particularly useful if your company has different external career sites, such as salary versus hourly jobs)
  • Current Application Step displays the step that candidates left off on
  • Time to Complete Application Steps (AVG) displays the amount of minutes that it took candidates to reach the step. The (AVG) part means that it will display an average of all times within a grouping. (But if you were looking at a single individual, this column would return the time specific to that person.)

While it's difficult to figure out exactly why candidates are abandoning at a certain step, we can see which steps are causing abandonment and can inspect our application process for improvements. For example, a high number drop off on the Candidate Profile step might mean it's too long, while a high drop off on Job Specific Questions might mean applicants are confused or unwilling to answer our screening questions.  

In the above screenshot, 96% of all incomplete candidates in the system began their applications on the External Career Portal. About 58% of all of those candidates stopped their application in the Candidate Profile step, meaning that candidates that abandon the application process are usually doing so at this step. The average time spent on the Candidate profile step is only 1.74 minutes, so candidates aren't staying long before dropping off; we can infer that perhaps candidates start building a profile, and see that the process is very long and decide not to continue.

Note: 
  • Candidates who did not fill out an application themselves (e.g. whose resumes were imported via email or manually attached from within the Platform), or who applied before iCIMS 16.1 Release, will appear in the search results under the Current Application Step: Blank grouping.
  • You may encounter some very high numbers that don't seem to make sense. This is a common issue because some "outlier" candidates have completion times that can skew the data, for example if the candidate never logs out of the portal or has some internet browser issue that causes them to appear as if they've never stopped being active on your portal. This can cause the system to believe that they have taken hours to complete your application, when of course that is not the case. This can be remedied by using Time to Complete Application Steps (Minutes) as a filter in order to remove candidates with very high values for their time to complete application. Simply add the Time to Complete filter, and add in a number that makes logical sense as an "upper bound" and change the filter to say "Less Than or Equal To". 
    This effectively limits the times that we accept as valid. ​It may take some trial and error to find a good cut off point or upper bound, but a good starting point is 120 minutes. By cutting out anyone that takes more than 2 hours to complete the application, you can limit bad data in the system caused by issues on the candidates' side. Look into your data to find a good cut off point that works for your process.

Time to Complete Application: Complete Candidates

Scenario: You want to see how long completed candidates spent on each step of the application process. You want to organize your search by portal and application step, since different portals may have differing application steps.

Running the Search

Menu Path: Go to: Search > Recruiting Workflow
Keywords:
 N/A
Filters: 
  1. Select the Time to Complete Application search template from the Search Template dropdown.
  2. Update the Current Application Step filter so that it includes the Application Completed step by pressing CTRL on your keyboard and selecting Application Completed from the list. (All steps should then be selected as shown below).  
Output: Review the default output options, and modify as necessary before running the search.
 
A screenshot of search filters.
In the screenshot above, the Current Application Step filter includes all steps.
 

Understanding the Search Results 

 
A screenshot of search results.


The results of this search will provide helpful statistics about how long candidates spent completing the application. In the screenshot above, individuals that completed the application took 28.17 minutes to do so. (The average for complete and incomplete applicants is 27.33 minutes, as indicated in the dark grey bar.)

Another interesting metric to review is the percentage of candidates in the Application Completed step. In the screenshot above, 94.8% of applicants who entered through the External Portal reached the Application Completed step, meaning that 94.8% of all candidates completed their application. You can benchmark this number against your company by looking at time periods, so for example you can change the "Updated Date" filter in the search to specific months and see what your numbers looked like month to month.

Note: 

  • Candidates who did not fill out an application themselves (e.g. whose resumes were imported via email or manually attached from within the Platform), or who applied before iCIMS 16.1 Release, will appear in the search results under the Current Application Step: Blank grouping.
  • You may encounter some very high numbers that don't seem to make sense. This is a common issue because some "outlier" candidates have completion times that can skew the data, for example if the candidate never logs out of the portal or has some internet browser issue that causes them to appear as if they've never stopped being active on your portal. This can cause the system to believe that they have taken hours to complete your application, when of course that is not the case. This can be remedied by using Time to Complete Application Steps (Minutes) as a filter in order to remove candidates with very high values for their time to complete application. Simply add the Time to Complete filter, and add in a number that makes logical sense as an "upper bound" and change the filter to say "Less Than or Equal To". 
    This effectively limits the times that we accept as valid. ​It may take some trial and error to find a good cut off point or upper bound, but a good starting point is 120 minutes. By cutting out anyone that takes more than 2 hours to complete the application, you can limit bad data in the system caused by issues on the candidates' side. Look into your data to find a good cut off point that works for your process.

Time to Complete Application: Mobile Candidates 

Scenario: You want to see where mobile candidates are dropping off within your application process. You will organize your search by source device, so you can compare desktop and mobile candidates' progress.

Running the Search

Menu Path: Go to: Search > Recruiting Workflow
Keywords:
 N/A
Filters: 
  1. Select the Time to Complete Application search template from the Search Template dropdown.
  2. Update the Current Application Step filter so that it includes the Application Completed step by pressing CTRL on your keyboard and selecting Application Completed from the list. (All steps should then be selected as shown below).  
 
A screenshot of search filters.
In the screenshot above, the Current Application Step filter includes all steps.

Output: 
  1. Locate the Group Results By section of the Output. (If you see Group Results by and nothing underneath it, be sure to expand that section by clicking the arrow next to it (it should be pointing down when expanded).)
  2. Beside the existing Current Application Step grouping, click the Add Level icon. Then, click the Add Group-By icon.
A screenshot of search group-bys.
 
A screenshot of search group-bys.
  1. In the group-bys picker, search for Source Device. Select Source Device (located in the Source (Workflow) Tab bucket), and then click Add Selected.
  2. Drag the existing Current Application Step group-by into the empty third-level grouping spot so that your Group Results By section looks like the screenshot below. Then, run your search. 
A screenshot of search group-bys.

Understanding the Search Results

 
A screenshot of search results.
 

The results of this search will provide some helpful statistics about your portals and where candidate drop-off is occurring for candidates on mobile devices and on desktop computers.

In the screenshot above, 1169 mobile candidates applied through the portal, and they took an average of 24.45 minutes to complete the application. The number of mobile candidates is much lower than the number of desktop candidates, meaning that most candidates apply for jobs on their computers rather than their phones. 

Note: 

  • Candidates who did not fill out an application themselves (e.g. whose resumes were imported via email or manually attached from within the Platform), or who applied before iCIMS 16.1 Release, will appear in the search results under the Current Application Step: Blank grouping.
  • You may encounter some very high numbers that don't seem to make sense. This is a common issue because some "outlier" candidates have completion times that can skew the data, for example if the candidate never logs out of the portal or has some internet browser issue that causes them to appear as if they've never stopped being active on your portal. This can cause the system to believe that they have taken hours to complete your application, when of course that is not the case. This can be remedied by using Time to Complete Application Steps (Minutes) as a filter in order to remove candidates with very high values for their time to complete application. Simply add the Time to Complete filter, and add in a number that makes logical sense as an "upper bound" and change the filter to say "Less Than or Equal To". 
    This effectively limits the times that we accept as valid. ​It may take some trial and error to find a good cut off point or upper bound, but a good starting point is 120 minutes. By cutting out anyone that takes more than 2 hours to complete the application, you can limit bad data in the system caused by issues on the candidates' side. Look into your data to find a good cut off point that works for your process.