Know Your Fill Rate, and What to Do About It

Your clients judge you on one thing before anything else: did you send the people they asked for? Your fill rate tells you, before the client does.

That's this week's gap closed. Everything below is for when the number keeps slipping and you want to know why.

What fill rate means

Fill rate compares two numbers:

• Positions ordered: how many people your clients asked for.
• Positions booked: how many of those you've booked Crew for.

The gap between them is your open positions. A job for six people with four booked has two open positions.

Fill rate is about positions, not jobs. One job can be partly filled. That's why a client can feel let down even when every job has someone on it.

Why it matters

• Clients trust you when you fill what they ask for, and tell them early when you can't.
• Crew stay loyal when the right jobs reach them in time to say yes.
• Your team builds relationships instead of making late-night calls to fill gaps.

Where to see it

To add a widget, open your Home dashboard or an area's Overview, click ADD, choose the source and give it a title. Changes only affect your own dashboard. See Every Dashboard Widget: What It Shows and Who It's For.

For reports, see Find and Use Reports and Dashboards. If you want fill by client as a report you can keep, ask us about a custom report. There may be a cost; check with your account manager.

How often, and who

Put the widgets on the dashboard of whoever does each check, so it's the first thing they see.

Where it usually breaks

• The job went out in the overnight batch. New jobs for My Crew go out together overnight by default. That's fine for jobs a few days away and too slow for tomorrow.
• Too few people could see it. The job's Privacy is too narrow, or Crew don't have the job's position on their record.
• The job is too far away. Crew outside the Job Match Radius don't hear about it.
• Crew were already booked or had blocked off the time. They aren't offered the job.
• Crew showed interest and nobody confirmed them. The offers sat on the job.
• Your bench is too small. The same few Crew get every job, and the rest drift away.

What to do when it drops

Make sure the right people hear about the job.

• Check the job's Privacy. My Crew uses the matching rules: position, distance, availability and the client's Not Allowed list. Private goes only to people you invite. See Choose Who Hears About a Job.
• If a qualified Crew Member isn't seeing jobs, add the position to their record.
• For a large area, check the Job Match Radius on the order's Configuration tab.

Send it sooner.

• Use Notify Now for jobs today or tomorrow, so they don't wait for the overnight batch.
• Use Notify At to release jobs at a set time.

Let trusted Crew book themselves.

• For urgent jobs, set Privacy to a group of Crew you trust for that client and turn on Auto Confirm. Crew see Accept instead of Interested, and each person who accepts is confirmed until the job is full. See Fill an Urgent Job Fast with Auto-Confirm.
• Don't use it when the client picks the person, or when a credential needs checking first.

Fill the gap from the Invite screen.

• Open the job and choose Invite. Filter to Available, Worked For Client and Preferred, then choose Request (they accept the offer) or Confirm (they're booked now). See Handle No-Shows & Backfill.
• Check each job's offers for Crew who showed interest, and confirm them.

Build each client's preferred Crew.

• Mark Crew as Allowed on the client's Crew Preference tab. They join that client's pool, and the client's users can confirm them directly. See Track Preferred and Not Allowed Crew for a Client.

Bring back Crew you haven't used lately.

• Use the Has Not Worked view, or the Crew Not Working Recently widget, to find them. Send them a message and offer the next job that suits them. See Stay Connected With Your Crew: Birthdays, First Days and Messages.

Tell the client early.

• If a job won't be full, tell the client before the day, with who is coming and what you're doing about the rest.

What runs on its own

These are workflow automation, not AI. See What NextCrew Automates for You.

• Job notifications to matching Crew, in the overnight batch, straight away with Notify Now, or at the time you set with Notify At.
• Booking with Auto Confirm, until the job is full.
• The assignment notice to each confirmed Crew Member, and the reminder 24 hours before the job.
• Recurring orders, so regular jobs are posted without retyping.

Where CrewPilot AI helps

• Ask in plain words. Ask CrewPilot about a client's jobs, and open the records it shows. It changes the view, never the records. See Ask CrewPilot.
• Turn a client's email into a job. Paste the client's email and CrewPilot drafts the job for you to check, so it goes out sooner. People choose who gets the job. CrewPilot doesn't rank or pick Crew.

A worked example

A scheduler's Monday check. An example, not a real agency.

• Monday, 8:30. Fill Ratio - next 7 days shows one client with 40 positions ordered this week and 31 booked. Nine are open.
• 8:35. She clicks through. Six of the open positions are on a job tomorrow that went out in the overnight batch. The other three are on Friday.
• 8:40. For tomorrow's job, she sets Privacy to the group of Crew who know that site, turns on Auto Confirm, and uses Notify Now.
• 8:50. On Friday's job, she opens Invite, filters to Available and Worked For Client, and requests five people.
• 9:00. She opens Crew Not Working Recently and messages four Crew who have worked that type of job before.
• 11:00. Tomorrow's job is full. Friday has two open positions left, and the account manager tells the client where things stand.
• Friday. At the weekly review, the owner sees the client slipped early in the week and asks for the client's regular jobs to be set up as recurring orders.

You're set up when…

• ☐ The fill widgets are on your scheduler's dashboard.
• ☐ Your scheduler checks Fill Ratio - next 7 days every morning.
• ☐ Jobs for today and tomorrow always go out with Notify Now.
• ☐ Every Crew Member has the right positions on their record.
• ☐ Your top clients have a list of preferred Crew.
• ☐ You have a trusted group of Crew for urgent jobs.
• ☐ Someone checks Crew Not Working Recently every month.
• ☐ Fill by client is part of your weekly review.

If something isn't working

Questions people ask

What is a good fill rate? The one your clients are happy with. Watch which way your own number is moving, client by client, and act on the clients that slip.

Is fill rate counted by job or by position? By position. A job for six with four booked has two open positions.

Can the fill numbers be emailed to me? Nothing is emailed on its own. Scheduled report emails are set up by NextCrew on request, so ask us what you'd like to receive.

Why do new jobs fill slowly? Jobs for My Crew go out in the overnight batch by default. Use Notify Now for anything starting today or tomorrow.

Does NextCrew pick the best Crew for me? No. NextCrew sends the job to Crew who match it, and your team decides who to book.

Other ways people ask this

• How do I see how many positions are unfilled?
• Where is the fill rate report?
• Why aren't my jobs filling?
• How do I fill jobs faster?
• Which clients are we not filling?

Related guides

• Every Dashboard Widget: What It Shows and Who It's For · Find and Use Reports and Dashboards · Choose Who Hears About a Job
• Fill an Urgent Job Fast with Auto-Confirm · Handle No-Shows & Backfill · Track Preferred and Not Allowed Crew for a Client