Find a calculator ↗Interview Recruitment Invitation Calculator
Estimate outreach needed to reach a completed-interview target. Account for screening participation, eligibility, booking, and attendance rates.
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What is this interview recruitment invitation calculator?
This calculator works backward through a recruitment funnel from completed interviews to invitations. It accounts separately for screening participation, eligibility, booking, and attendance. Each stage rounds up to whole people before calculating the preceding stage.
How to use the calculator
Set a completed-session target and estimate each conditional rate from comparable outreach. Use screening completion among invitees, eligibility among screened people, booking among eligible people, and completion among bookings. Avoid substituting a rate measured against a different denominator.
Check the input assumptions
Review the help text beneath each field before calculating. Enter amounts in US dollars where shown and use consistent units. Change one assumption at a time to understand which inputs affect your result.
Formula and worked example
Example calculation
For 20 completed interviews at 80% attendance, plan 25 bookings. At 80% booking, plan 32 eligible people. With 50% eligibility, that needs 64 screening completions. A 25% invitation-to-screening rate gives 256 invitations.
These numbers illustrate the calculation; they are not recommended rates or industry benchmarks.
How to interpret your result
Compare the invitation count with your eligible outreach pool and available screening effort. Lower participation or attendance can quickly increase recruitment work. Test cautious scenarios rather than assuming the defaults will apply.
What the estimate leaves out
The model treats rates as stable across the funnel and does not capture uncertainty, quotas, duplicate contacts, or participant availability. It is an operational estimate and does not establish a representative research sample.
Frequently asked questions
Why not divide by the combined rate once?
This tool rounds up at every stage so the intermediate counts remain whole people. That can produce a larger invitation plan than one final rounding.
Can any of the rates be zero?
The form requires positive rates. A positive completion target cannot be reached through a stage with zero conversion.
Are the default rates benchmarks?
No. They are example assumptions. Replace them with comparable campaign data or clearly labeled planning scenarios.
Does a booked participant count as completed?
Only if the interview actually meets your completion rule. The final rate accounts for cancellations, no-shows, and incomplete sessions.
Does this guarantee the target number of interviews?
No. Actual conversion may differ from your assumptions. Track the funnel as recruitment progresses and adjust the plan.
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