Days and Time Taken

Owned by Brendan Codrington
Last updated: Mar 04, 2022
4 min read

A common reporting requirement is to find out how long something has taken, be it from process start to finish, how long shortlisting has taken, how long a candidate has been at a particular step. Different processes might capture these dates and times differently, so here are some general rules for finding these date and time stamps and calculating the period between them.

In this section

Types of Date Fields

Your Custom Global Questions

You can use Global Questions in Date format in your date and time calculations as well. Ensure they have been enabled in the right context and added to your views wherever required.

Standard System Dates

The following fields are available across a number of views.

  • Application Applied On - when the application was started
  • Application Submitted On - when the application was submitted
  • Job Created On - when the job was created
  • Job Open Date - when the job was opened on a candidate portal
  • Job Close Date - when the job was closed on a candidate portal
  • Job Archive Date - when the job was archived


Candidate Assessment Step Start/End

For dates or times in relation to a candidate's assessment or an assessment step.

  1. Use View 04. eRecruit Application Assessment History Data.
  2. Locate the Process folder.

Key Fields:

  • Process Step Start Time - when the candidate arrived at the step
  • Process Step End Time - when the last action on the candidate's assessment occurred in the step. It might be when they were successful and moved to the next step, or when their assessment form was last edited.
  • Process Step Duration (Days) - Days between Process Step Start and End Times


Remember:

  • These fields are in the context of the candidate, i.e you'll get a set of results per candidate per step.
  • You can filter results to a specific Process Step Name, Status or Number for each candidate and job.
  • If you want to know the earlier time an assessment step was started, irrespective of candidate, use the Aggregation > Minimum function on Process Step Start Time with no specific candidate columns included to bring back the minimum time a step was started across a job.

Job Process Step Start/End

For dates or times in relation to requisition/request to advertise, job creation or approval steps.

  1. Use View 02. eRecruit Process Step Data.
  2. Locate the Process folder.

  • Key Fields:

    • Process Step First Created: when the process step was started
    • Process Step Last Edited: when the last action on the process step occurred
    .

Remember:

  • These fields are in the context of the job (i.e. end to end job process in your system) per step.
  • The Step Created and Edited are different fields looking at process setup and will return different results
  • You can filter results to a specific Process Step Name, Status or Number for each job.

Job Status Reached

Need to capture when a job process reaches a particular status? Follow these steps.

  1. Use View 09. eRecruit Job Status Data.
  2. Locate the Job Status History folder.

Key Fields:

  • New Status: the job status the job process reached (rather than was)
  • LogCreatedOn: when that job status changed occurred

Application Status Given

Need to capture when a candidate is given a particular status? Follow these steps.

  1. Use View 05. eRecruit Application Status History Data.
  2. Locate the Application Status History folder.

Key Fields:

  • Application Status: the application status a candidate was given)
  • Status Updated On: when the application status was given

Remember:

  • To return the first time any applicant was given a status in a job, use the Aggregate > Minimum function on the Status Updated On field with no specific candidate columns included.

Days Between Calculations

To find out the number of days between two fields, add the field that should have the later date or timestamp again and on that column select Advanced Function.

Use this to calculate the calendar days between two dates captured in the system, like job created and job archived, or another date you record against a custom global question on a form. Note that day calculations are only in calendar days, not business/week days.

If you need to find the number of work/business days between two fields, note that this is restricted to system or global question dates.

You may also need to choose a location field - simply choose a text field from the options.