Free staffing metric calculator
Staffing fill rate calculator for shifts and positions
Calculate the percentage of client demand your staffing agency filled during a defined period. Use shifts, positions, job orders, or requested hours—just keep the same unit in every field.
The calculator shows the original fill rate and, when you enter client cancellations recorded before the selected fill stage, a separate adjusted view. It never hides the original denominator.
No signup required
Calculate your staffing fill rate
Enter one consistent demand unit, choose the event that counts as filled, and record only client cancellations that happened before that stage. Calculations run in your browser; calculator analytics exclude the numbers you enter and the results.
Your calculation
Fill rate is only comparable when the demand unit, fill stage, time window, and cancellation rule stay consistent. This calculator does not supply a universal target or industry benchmark.
Staffing fill rate formula
Gross fill rate = (filled demand ÷ requested demand) × 100
If a client asks for 120 shifts and 102 reach your agency's defined fill stage, the gross fill rate is 85%.
(102 ÷ 120) × 100 = 85%
The arithmetic is simple, but the definition matters. A shift booked today, confirmed tomorrow, started next week, and worked later can appear as four different operational states. Choose the state that answers your question and label it clearly.
Set the calculation boundary before comparing results
A useful staffing fill rate records four decisions alongside the percentage.
Demand unit
Choose shifts, positions, job orders, or requested hours. Do not place filled shifts over requested job orders.
Fill stage
Define whether filled means booked, confirmed, started, or worked. Booked fill rate supports forward planning; worked fill rate is closer to delivered service.
Measurement window
Use a stated period and decide whether demand belongs to it by request date, shift date, start date, or another documented timestamp.
Cancellation rule
Keep original demand and cancellations visible. Only exclude client cancellations recorded before the selected fill stage, and show the adjusted rate alongside the gross rate.
Gross versus adjusted fill rate
Gross fill rate keeps every original demand unit in the denominator. It answers: how much of the demand received did the agency fill?
An adjusted view may remove cancellations outside the agency's control. It answers a narrower question, so it should not silently replace the gross figure.
Adjusted fill rate = filled demand ÷ (requested demand − client cancellations before the selected fill stage) × 100
Only remove client cancellations recorded before demand reached the selected fill stage. A shift booked and then cancelled by the client already reached a booked stage, so that later cancellation belongs in separate cancellation or reliability reporting. Do not use the adjustment to erase worker cancellations, no-shows, supply failures, or other outcomes the operating team needs to understand.
Use fill rate with measures that explain it
A percentage shows the outcome, not the constraint. Pair it with measures that help the team decide what to do next.
Time to fill
Measure how quickly demand moves from a defined start timestamp to the chosen fill event.
Worker readiness
Review whether suitable workers were screened, ready, available, and reachable for the role and client.
Commercial outcome
Connect delivered work to revenue and the direct-cost definition your finance team uses.
Fill rate calculator FAQs
What is the formula for staffing fill rate?
Divide filled demand by requested demand, then multiply by 100. Both figures must use the same unit, such as shifts, positions, job orders, or hours.
Should staffing fill rate use jobs or shifts?
Use the unit that matches the operating decision. Shift-based healthcare and temporary staffing often benefit from shift-level reporting, while longer assignments may be clearer at position level.
Should cancelled shifts be excluded?
Keep original demand and cancellations visible. A separate adjusted rate can exclude client cancellations recorded before the selected fill stage. Cancellations after that stage, worker cancellations, no-shows, and supply failures belong in separate operational reporting.
What is a good staffing agency fill rate?
There is no universal percentage for every agency, client, role, market, or measurement rule. Compare consistent segments against your agency's own history and agreed service commitments.
Connect the number to the staffing workflow
Scissors helps staffing agencies keep applicant intake, worker readiness, availability, job communication, client actions, timesheets, and payroll-ready exports connected under their own brand.