Fill Rate Reports

Fill rate tracking provides real-time visibility into how well an event's staffing needs are being met. It answers the fundamental question: "What percentage of our required positions have been filled?"

🔒Requires permission: Events.FillRate

Fill Rate Formula

The fill rate is calculated as:

Fill Rate = (Confirmed Caregivers / Required Caregivers) x 100%

Term	Definition
Confirmed Caregivers	The number of caregivers in Confirmed status for a given facility/unit/specialty/shift combination.
Required Caregivers	The number of caregivers needed, as defined in Shift Requirements.

Example Calculation

Facility	Unit	Specialty	Shift	Required	Confirmed	Fill Rate
Memorial General	ICU	RN - Critical Care	Day	12	10	83.3%
Memorial General	ICU	RN - Critical Care	Night	8	8	100.0%
Memorial General	Med-Surg	RN - Med-Surg	Day	15	9	60.0%

Edge Cases

Scenario	Fill Rate
Required = 0 and Confirmed = 0	Displayed as N/A (no requirement has been set).
Required = 0 and Confirmed > 0	Displayed as Over (caregivers are confirmed but no requirement exists).
Confirmed > Required	Displayed as the calculated percentage (e.g., 120%). Indicates overstaffing.

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Color-Coded Thresholds

Fill rate values are color-coded for quick visual assessment:

Color	Fill Rate Range	Meaning
Green	90% - 100%	On target. Staffing needs are met or nearly met.
Yellow	70% - 89%	At risk. Additional staffing is needed.
Red	Below 70%	Critical. Significant staffing gap exists.

These colors appear throughout the application wherever fill rates are displayed, including:

• The Requirements / Fill Rate tab on the event detail page.
• The Event List page (overall event fill rate column).
• The Public Fill Rate page.
• Dashboard summary cards.

tip

Focus recruitment and confirmation efforts on Red rows first, then Yellow. Green rows are adequately staffed and typically do not need immediate attention.

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Fill Rate Tab

The fill rate is displayed on the Requirements / Fill Rate tab of the Event Detail Page. This tab combines shift requirements with real-time fill rate calculations.

Layout

The tab displays a hierarchical grid:

Event Overall: 78% [Yellow]
  |
  +-- Memorial General Hospital: 81% [Yellow]
  |     |
  |     +-- ICU: 90% [Green]
  |     |     |-- RN - Critical Care | Day:  83% [Yellow]
  |     |     |-- RN - Critical Care | Night: 100% [Green]
  |     |     |-- CNA | Day: 87% [Yellow]
  |     |
  |     +-- Med-Surg 3rd Floor: 60% [Red]
  |           |-- RN - Med-Surg | Day: 60% [Red]
  |           |-- LPN | Night: 55% [Red]
  |
  +-- St. Joseph Medical Center: 73% [Yellow]
        |
        +-- Labor & Delivery: 73% [Yellow]
              |-- RN - L&D | Day: 80% [Yellow]
              |-- RN - L&D | Night: 67% [Red]

Grid Columns

Column	Description
Location	Facility/unit/specialty hierarchy (expandable tree).
Shift	Day, Night, or Evening (shown at the specialty level).
Required	Number of caregivers needed.
Confirmed	Number of caregivers in Confirmed status.
Pending	Number of caregivers in Invited or Pending status (not yet confirmed).
Declined	Number of caregivers who declined.
Fill Rate	Calculated percentage, color-coded.

Aggregated Fill Rates

Fill rates aggregate upward through the hierarchy:

Level	How It's Calculated
Specialty + Shift	Confirmed / Required for that specific combination.
Unit	Sum of all Confirmed across specialties and shifts in the unit, divided by sum of all Required.
Facility	Sum of all Confirmed across units, divided by sum of all Required.
Event	Sum of all Confirmed across all facilities, divided by sum of all Required.

note

Aggregated fill rates are weighted averages, not simple averages of the child rates. A unit with 100 required positions at 50% fill rate has more impact on the event-level fill rate than a unit with 5 required positions at 100%.

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Filtering and Sorting

Filters

Filter	Options
Facility	Show data for a specific facility only.
Shift Type	Show only Day, Night, or Evening requirements.
Fill Rate Status	Show only Green, Yellow, or Red rows.
Has Gaps	Show only rows where Confirmed < Required.

Sorting

Click any column header to sort:

• Fill Rate ascending: Shows the most critical gaps first (lowest fill rates at the top).
• Fill Rate descending: Shows the most fully staffed positions first.
• Required descending: Shows the largest staffing needs first, regardless of fill rate.

Sort by Fill Rate Ascending

When working to close staffing gaps, sort by Fill Rate ascending. This puts the most critically understaffed positions at the top of the list, helping you prioritize recruitment efforts.

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Exporting Fill Rate Data

To export fill rate data:

1. Navigate to the Requirements / Fill Rate tab.
2. Click the Export button in the toolbar.
3. Choose a format:
   • CSV — Flat file with all rows expanded.
   • Excel (.xlsx) — Formatted spreadsheet with color coding preserved.
   • PDF — Printable report with the hierarchical layout.

The export includes all data currently shown on the tab, respecting any active filters.

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Real-Time Updates

Fill rates update in real time as candidate statuses change:

Action	Effect on Fill Rate
Caregiver status changed to Confirmed	Fill rate increases.
Caregiver status changed from Confirmed to Declined	Fill rate decreases.
New caregiver imported and set to Confirmed	Fill rate increases.
Shift requirement (Required value) increased	Fill rate decreases (denominator increases).
Shift requirement (Required value) decreased	Fill rate increases (denominator decreases).

No manual refresh is needed. The tab reflects the current state whenever it is viewed.

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Sharing Fill Rates Externally

For sharing fill rate data with hospital clients who do not have a system login, use the Public Fill Rate page. This provides a read-only view accessible via a shareable link.

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Permissions Reference

Action	Required Permission
View fill rate data	Events.FillRate
Edit shift requirements (which affect fill rates)	Events.Update
Export fill rate data	Events.FillRate
Access public fill rate page	No permission needed (public link).

Troubleshooting

Fill rate shows N/A

No requirement has been set for that facility/unit/specialty/shift combination. Set a required value on the Shift Requirements grid.

Fill rate seems wrong

Verify that the Confirmed count is accurate by checking the Candidates tab. Only caregivers in Confirmed status count toward fill rate. Caregivers in Invited, Pending, or Declined status do not.

Fill rate exceeds 100%

More caregivers are confirmed than the required number. This indicates overstaffing for that position. Review whether the requirement needs to be increased or some confirmations should be reassigned.