Definition · Hiring metrics
Time to Submit
Definition
Time to submit is the time between a staffing agency receiving a job order and sending the client its first qualified candidate. It is a core staffing KPI because clients, MSPs and vendor management systems often reward the suppliers who submit good candidates first, and slow submittals rarely get interviews.
Also called: Time to first submittal, Speed to submit, Submittal speed, Time to first candidate
Formula
Time to submit = Date and time of first submittal − Date and time job order received; Average time to submit = Sum of times ÷ Number of job orders with at least one submittal
- Job order received
- When the order arrived from the client or was released in the VMS.
- First submittal
- When the first qualified candidate profile was sent to the client or uploaded to the VMS.
Worked example
An IT staffing desk receives a help desk contractor order in a VMS at 9:10 a.m. on Tuesday and submits its first candidate at 2:40 p.m. the same day: a time to submit of 5.5 hours. Across 60 orders that month, its average is 19 hours, and orders with a first submittal inside 24 hours produced 70% of its placements.
Why speed wins in staffing
In contract and temp staffing, a client with an MSP program may release the same job order to several suppliers at once. The hiring manager often reviews the first few strong profiles and schedules interviews from those. Candidates submitted on day three frequently never get looked at. Many VMS platforms also cap submittals per supplier and display submittal times to the program manager.
That is why staffing firms track time to submit alongside submittal quality and fill rate. A fast submittal that gets rejected is worthless; a perfect one that arrives late is too.
Typical targets
Targets depend on role and program. As common rules of thumb, light industrial and high-volume temp orders often expect first candidates within hours or by the next shift. IT and professional contract roles in MSP programs typically target 24 to 48 hours. Direct-hire searches run longer, with first submittals often within three to five business days. Measure in business hours or calendar hours, but be consistent.
How to reduce it
- Keep a warm bench. Recruiters who know available, pre-screened candidates for the client's common roles can submit in minutes. Redeployment of temps finishing assignments is the fastest source.
- Search your own database first. Rediscovering past applicants in the ATS usually beats starting a fresh job-board search.
- Standardize intake. A short call or checklist for each new order clarifies must-haves, pay rate and interview availability before sourcing starts.
- Automate first-touch screening. Text-based or AI-assisted screens can confirm availability, pay expectations and key skills while the recruiter works other orders.
- Secure the right to represent quickly. Get written consent before submitting to avoid duplicate-submittal disputes.
Common mistakes
Chasing speed with weak candidates trains the client to ignore your submittals. Track submittal-to-interview ratio next to time to submit. Do not average in orders with no submittal at all; report them separately as unfilled. And look at the measure by account and recruiter, since a team average can hide one slow desk.
Frequently asked questions
What is time to submit in staffing?
It is the time from receiving a client's job order to sending the first qualified candidate. Staffing firms use it to measure responsiveness, and clients often use it to rank suppliers.
What is a good time to first submittal?
Same day for many light industrial and temp orders, 24 to 48 hours for IT and professional contract roles, and a few business days for direct-hire searches are common targets.
How is time to submit different from time to fill?
Time to submit ends at the first candidate sent to the client. Time to fill runs until a candidate accepts or starts, so it includes the client's interview and decision time.
Why do MSPs track speed to submit?
Because in multi-supplier programs, faster qualified submittals usually lead to faster fills. Supplier scorecards in a VMS often include submittal speed alongside quality and fill rate.