Spread at the placement level
Bill rate against pay rate, burden, and payroll cost — so each placement shows its real spread and gross margin, rolled up by recruiter, client, job category, and branch rather than one blended figure.
Staffing & recruiting reporting
Power BI Dashboards Built for Staffing & Recruiting Agencies
Fill rate, time-to-fill, spread per placement, redeployment, and recruiter productivity in one view built on your ATS and back-office data. A senior US-based engineer builds it and keeps it refreshing. Most builds in 3–5 business days.
Representative dashboard — sample data
Definition
What is a staffing agency dashboard?
A staffing agency dashboard is one report that tracks the numbers a recruiting business runs on: fill rate, time-to-fill, submittals-to-placement ratio, spread per placement, redeployment rate, and recruiter productivity. It joins activity from your ATS with cost from payroll, so owners and desk managers see which clients, desks, and job categories actually make money — not just how many starts went out this week.
That is exactly what we build: done-for-you Power BI dashboards for staffing agencies, on your own data, refreshing on a schedule. See how Flex hours work.
The desk-level truth
Your ATS knows everything and tells you almost nothing
Most agency owners can quote this week's starts and cannot say which desks, clients, or job categories actually make money. We build done-for-you Power BI dashboards for staffing agencies that join your ATS, payroll, and back-office data into one model — fill rate, time-to-fill, submittals-to-placement ratio, spread and gross margin per placement, redeployment rate, and recruiter productivity in a single view.
The numbers live in three places today: activity in the ATS or CRM, cost in payroll, and the rest in spreadsheets. Canned ATS reports count activity; they rarely connect it to margin. One model over all three sources does — and it refreshes itself, so Monday's meeting starts with numbers nobody had to assemble.
What we build for agencies
- Fill rate & time-to-fill
- Submittals-to-placement funnel
- Spread & margin per placement
- Redeployment rate
- Recruiter productivity
- Client concentration & headcount
Try us risk-free for 4 hours
Buy a block of prepaid Flex hours and, if you're unhappy within the first 4 hours, we refund you in full — no questions asked. Hours are deducted only for work you've reviewed and approved, there's no project minimum, and your banked hours never expire.
Why agencies call us
Reporting that answers owner questions
You send the request; a senior engineer models your ATS, payroll, and back-office data around how your desks actually run.
The whole funnel, not just starts
Job orders, submittals, interviews, offers, and starts tracked as one funnel with conversion rates at each stage, so you can see whether a slow month is a sourcing problem or a closing problem.
Recruiter productivity without gaming
Activity, submittals, placements, and spread per recruiter on consistent definitions, so desk reviews run on one set of numbers instead of whatever each recruiter exported that morning.
Redeployment & contractor runway
Contractor headcount, assignment end dates, and redeployment rate in one place, so the desk sees finishing contractors before they finish and revenue doesn't quietly walk out the door.
Client concentration made visible
Revenue and headcount share by client with trend, so the account that has drifted from 20% to 45% of your gross margin shows up as a risk on a chart, not as a surprise when they leave.
What makes a desk profitable?
Four things decide it: the spread on each placement, how fast orders fill, how much recruiter effort each start consumes, and whether contractors redeploy or fall off at assignment end. A useful model has to carry all four — bill and pay rates, funnel dates, recruiter activity, and assignment ends — or it will flatter the desk with the most activity rather than the most margin.
Agencies are often surprised by what emerges. A high-volume desk can carry thinner margin than a smaller specialist desk once burden is counted, and a marquee client at low spread can consume more recruiter hours than their gross margin justifies. Those conclusions only appear when ATS, payroll, and back-office data sit in one model with consistent definitions — see Power BI dashboard development for how a build like this runs.
ATS reports vs the Power BI version
Here is where the canned reporting in an ATS stops and where the dashboard we build picks up — the same job orders, submittals, and placements, made historical, comparable, and joined to cost.
| Staffing KPI | What ATS reports & spreadsheets miss | Power BI dashboard version |
|---|---|---|
| Fill rate | A single percentage for the period | Fill rate by client, job category, recruiter, and branch with trend |
| Time-to-fill | An average that hides the slow tail | Distribution by stage, so you see where orders stall |
| Submittals-to-placement | Counts of submittals and starts, unconnected | Conversion at each funnel stage, comparable across desks |
| Spread & gross margin | Lives in payroll or a spreadsheet, not the ATS | Margin per placement after pay rate and burden, rolled up any way |
| Redeployment rate | Rarely reported at all | Assignment ends ahead, with redeploy vs drop-off history |
| Client concentration | Revenue by client, without trend or margin | Share of revenue, headcount, and margin per client over time |
Where does the data come from?
Job orders, candidates, submittals, placements, and assignment dates come from your ATS or recruiting CRM — Bullhorn, JobAdder, and similar platforms via API or scheduled exports. Agencies running Bullhorn can read the source-system detail on our Bullhorn Power BI dashboard page, which covers OAuth extraction from the REST API and how job orders, submissions and placements are modelled. Pay rates, burden, and cost come from payroll or your back-office system, and anything that lives in spreadsheets today can join the model too. We confirm the extraction method for your specific stack in the scope estimate before any hours are used.
Staffing platforms vary in what they expose: some offer a clean API, some a reportable database, a few realistically only scheduled exports. All three can produce dependable reporting, but the design differs, so we would rather establish it up front than discover it mid-build. Once connected, we configure scheduled refresh in the Power BI service — Microsoft's documentation on data refresh in Power BI (opens in new tab) covers the mechanics we set up — so numbers are current each morning without anyone exporting a thing.
What does it cost, and how fast?
You buy prepaid Flex hours that never expire: Starter 20h at $125/hr ($2,500), Growth 40h at $115/hr ($4,600), or Power 80h at $100/hr ($8,000). A first fill-rate and margin build typically fits inside one block, and most builds ship in 3–5 business days once you approve the scope estimate.
Traditional Power BI firms charge $175–250/hr, set project minimums, want $10K+ to start, let unused hours expire, and don't begin for 4–6 weeks. Flex Support is $100–125/hr, no minimums, banked hours that never expire, and a start this week. Hours deduct only for approved work. See how prepaid Flex hours work, or our affordable Power BI consulting page for the full comparison.
Who is this for?
Agency owners, operations leaders, and recruiting managers at firms without an in-house BI team — temp, contract, direct-hire, or a mix. For utilization-driven businesses outside recruiting, see Power BI for professional services; if you'd rather have ongoing senior help by the hour, hire a Power BI developer covers that model.
The ideal fit is an agency of roughly five to a hundred recruiters — big enough that desk-level reporting is a real monthly job, small enough that a dedicated analyst is hard to justify. It also suits agencies whose existing reports were built by someone who has since left; a Power BI health check is the fastest way to audit those. Contact is form-only — send your request and we'll reply with a scope estimate.
Dashboards we build for agencies
- Fill rate & time-to-fill by desk
- Submittals-to-placement funnel
- Spread & gross margin per placement
- Redeployment & contractor headcount
- Recruiter productivity & client mix
3–5
business days, typical
Prepaid
hours, never expire
You
own everything
A first fill-rate and margin build usually fits inside one Flex block, and hours deduct only for work you approve. See Flex pricing →
How it works
From ATS exports to desk-ready numbers
- 1
Send your request
Tell us your ATS and payroll stack, how you define fill rate and spread, and who should see what. We reply with a scope and hours estimate before any work begins — hours deduct only for builds you approve.
- 2
We model & reconcile
A senior US-based engineer builds the model over your ATS, payroll, and back-office data, writes the DAX for the funnel and margin measures, and reconciles totals to your systems — typically 3–5 business days.
- 3
Publish & maintain
We publish to your workspace, set overnight refresh so figures are current each morning, and hand over the model and credentials. You own everything; we keep it healthy from your banked hours.
Representative perspective
We ran the whole agency on starts per week and had no idea two of our biggest accounts were barely above break-even on spread. Seeing margin per placement changed which orders we chased.Owner, mid-size contract staffing agency
Representative perspective
Monday meetings used to start with an hour of recruiters exporting their own numbers. Now the funnel and desk figures are just there, current, and everyone argues about what to do instead of whose spreadsheet is right.Operations director, multi-branch recruiting firm
Find out which desks actually make money
Tell us your ATS and how your agency defines spread. We'll scope the task and tell you the hours before any work begins — drawn from prepaid Flex hours that never expire, with no project minimums and no obligation.
FAQ
Questions from agency leadership
Any ATS or recruiting CRM that offers an API, a reportable database, or a scheduled export — Bullhorn, JobAdder, and similar platforms typically qualify. Because each platform exposes data differently, we confirm the exact extraction method for your system in the scope estimate before any hours are used.
Yes. We join bill rate and pay rate from your ATS or back-office system with burden and payroll cost, so each placement shows its spread and gross margin — and you can roll that up by recruiter, client, job category, or branch instead of estimating margin at the company level.
Yes. We configure scheduled refresh in the Power BI service so the numbers are current each morning without anyone exporting or pasting data. Refresh frequency depends on your license and data source; we set it up, test it, and hand over the credentials so you own the whole pipeline.
No. We are an independent, Microsoft-certified consultancy with no reseller or referral relationship with any ATS vendor or with Microsoft. That means our only interest is reporting that is accurate on your data — we have no stake in which platform you use.
Yes. Repairing inherited reports — broken refresh, wrong totals, slow pages — is routine work for us. We diagnose the model first, tell you the hours before touching anything, and fix it from the same prepaid Flex hours. For a structured audit, start with a Power BI health check.
Book a free demo
Get senior Power BI help, on demand
Tell us the task. We scope it, you approve, and a senior consultant delivers — typically in 3–5 business days. Prepaid hours that never expire.
- Prepaid hours from $100/hour — and they never expire
- Senior-led delivery — 20+ years on the Microsoft platform
- Typical 3–5 business day turnaround
- Full refund if you’re unhappy in your first 4 hours
The fastest way to reach us is the form — tell us the task and we'll reply within one business day.