How Long Do Hired Candidates and Backfills Remain Visible in the Hiring Tracker?

Last updated: February 3, 2026

Overview

This article explains how long hired candidates and backfill option remain visible in the TeamOhana Hiring Tracker and how you can access historical data for reporting and analysis.

Hired Candidates & Employees

How Long Are Hired Employees Visible?

Hired candidates and employees remain visible in the Hiring Tracker based on your hiring plan’s fiscal year structure, not on a rolling 12-month window.

Data Visibility Rules

  • Hired employees are visible for:

    • The current fiscal year

    • The previous fiscal year

  • All hires are tied to a specific hiring plan

  • You can report on hires by quarter (e.g., Q1, Q2) throughout the entire fiscal year

Accessing Historical Hire Data

You can view past hires using the following options:

  • Use the custom date filter to set specific start and end dates

  • Select multiple hiring plans in the Hiring Tracker to view hires across plans

  • Navigate to previous hiring plans to access prior-year data

  • Use the “All” time filter to view all-time hiring data

Backfills

How Long Are Backfill Options are Visible?

Backfill selection remain available indefinitely after an employee’s termination.

Key Notes on Backfills

  • Backfills are not limited by fiscal year visibility

  • All terminated employees remain available for backfill selection

  • The system maintains all-time data retention for backfills to support long-term workforce planning

Summary

  • Hired candidates follow fiscal-year-based visibility tied to hiring plans

  • Backfill selections are retained indefinitely and always available for selection

  • No historical hiring data is lost, ensuring accurate reporting and analysis over time

If you need help locating specific hires or backfills, our Support team is happy to assist, feel free to reach out to support@teamohana.com.