Recruitment Tracker 2021 – Free Recruitment Template in Excel

Are you in the process of recruiting for an open job/position? If you are looking for a simple and effective solution to manage the recruiting process and truly understand its performance via effective Recruiting metrics, I have good news for you.

Download this simple hiring tracker Excel template to track status of the applicants (candidates) in an organized way. Get an instant view of how many applicants are in the pipeline of this recruiting pipeline template and where in the funnel applicants are dropping off. You can also easily view the top reasons why candidates were not selected using this hiring tracker.

Recruitment Tracking – Simple & Effective.

This Excel template is designed for Microsoft Excel, but if you are looking for a Google Sheet template, please visit Recruitment Tracker in Google Sheets.

Recruitment Dashboard Report - Summary after Hiring
Recruitment Dashboard Report – Summary after Hiring

Downloads

If you are looking for a Google Sheets version, please see Recruitment Tracker for Google Sheets.

Video Demo

To manage multiple jobs with more features, please see the new Recruitment Manager Excel Template.

This recruitment tracker template in excel is very easy to use. Please follow the steps below.

Data Input

Step 1: Enter Job Details

Start by entering the Job Title, Recruiter Name and Job posted date.

Recruitment Dashboard Report - Summary after Hiring
Recruitment Dashboard Report – Summary after Hiring

Step 2: Enter the four stages of recruiting

The four stages of hiring are Application, Phone Screen, Interview and Offer. the fifth stage not mentioned in the offer acceptance (hire) stage. You can change the names of these four stages. If you only have three stages, then leave a blank in the fourth stage name.

Step 3: Enter Applicants’ information

Enter Applicants or Candidates Information - Recruitment Tracker 2020
Enter Applicants or Candidates Information – Recruitment Tracker 2020
  • Enter Applicant (Candidate) name and dates when the applicant reached each of the four stages. If the applicant does not reach a stage, leave it blank.
  • When a decision is made to not proceed with an applicant, enter CLOSED in the STATUS column.
  • Enter ‘decline reason’ for candidates who were not selected.
  • Enter Comments if needed.
  • STAGE is a calculated field that tells which stage an applicant is.
Enter Applications’ Status and Comments – Recruitment Tracker 2020
Enter Applications’ Status and Comments – Recruitment Tracker 2020

Step 4: Enter Hired Applicant Name

After a candidate accepts the offer, then enter Hired Applicant and Hired Date information.

Recruitment Tracker 2020 - Enter Hired Applicant and Date
Recruitment Tracker 2020 – Enter Hired Applicant and Date

Summary Dashboard

As you enter data, the summary section on the top right updates automatically with the key metrics.

When the job is not filled yet, the metrics will display as below.

Hiring Tracker - Report - Summary During Hiring Process
Hiring Tracker – Report – Summary During Hiring Process

The status will be displayed on the top left as HIRING.

Number of Applications and Days to Hire (or Days in Hiring) will be displayed at the top.

Hiring Tracker – Number of Applications and Days in Hiring
Hiring Tracker – Number of Applications and Days in Hiring

Recruitment/Candidate Pipeline

You can see the active pipeline (applicants or candidates whose application status is not CLOSED). For example, in the image below, there is 1 candidate in APPLICATION stage, 4 in PHONE SCREEN, 1 in INTERVIEW and 1 in OFFER stages.

Active Pipeline - Recruitment Pipeline
Active Pipeline – Recruitment Pipeline

Recruitment Funnel

As you are hiring, the funnel will represent only applicants whose status is CLOSED.

Recruitment Tracker Excel Template – Recruitment Funnel
Recruitment Tracker Excel Template – Recruitment Funnel

After a candidate has been hired, the Summary Dashboard changes slightly automatically to reflect the recruiting metrics. You can record that hiring is complete by entering the Hired Applicant name and Hired Date information.

Recruitment Dashboard Report - Summary after Hiring
Recruitment Dashboard Report – Summary after Hiring

The summary will display the status as HIRED and will show the Recruitment metrics – Number of Applications and Days to Hire.

Recruitment Tracker – Number of Applications and Days to Hire
Recruitment Tracker – Number of Applications and Days to Hire

After hiring, the recruiting funnel represents all applicants (not just Closed status). This will help identify where the candidates fell off in the funnel stages.

Recruitment Tracker Excel Template – Recruitment Funnel after hiring
Recruitment Tracker Excel Template – Recruitment Funnel after hiring

The top 3 decline reasons are shown along with %. This is based on applicants where status is CLOSED.

Top Decline Reasons - Recruitment Tracker
Top Decline Reasons – Recruitment Tracker

Do you find this recruitment report template excel useful? Are there any additional scenarios that would be good to incorporate? Is there anything obvious I have missed? Please share your thoughts in the comments below.

If you like this recruitment tracking spreadsheet template, please share with your friends.


If you are looking to manage multiple jobs and get advanced reporting, please try Recruitment Manager Excel Template

  • Recruitment Manager – Excel Template for Simplified Hiring Process
    $79

How to create recruitment tracking in Excel?

After publishing the free template, I received many requests for step by step instructions/tutorial on how to build this recruitment tracker template and track recruiting in Excel? I developed a 4-part video series explaining every single step of creating this recruitment template.  Please watch the video playlist below.

Watch on YouTube

How do you keep track of an Employee joining a company using Excel?

Recruitment process of an employee doesn’t stop at receiving the offer, it can only complete if the employee successfully joins for work in the company. During the initial stage every employee has to go through a defined process before joining office.

Use a simple checklist to track the employee process.

143 Comments

  • Highly appreciated what a way of teaching Sir would you please teach me how to make KPI in organization .want to make dynamic chart

    Reply
  • Is it possible for the employee information to be placed on a separate sheet , instead of below the dashboard?

    Reply
    • Thank you for using our template.
      You can cut the entire table and past it in a new tab.
      Best wishes

      Reply
  • I would like to see incoporated some space for internal recruitment tests (in house tests)

    Reply
    • Thanks for using our template.
      This template is designed to handle a single vacancy and up to 4 stages of the recruitment process. You may review our premium template ” Recruitment Manager – Excel Template ” at https://indzara.com/product/recruitment-manager-excel-template/, which can handle multiple vacancies and up to six recruitment stages.

      Best wishes

      Reply
      • Dear Indzara
        You have built nice template however we are dealing with many category of vacancy with huge quantity simultaneously, How you could support us to track the recruitment process to keep the data updated in easy way

        The free template which you considered for the demo video consist only one category with single quantity which is not beneficial for us. also we required more process from CV screening, approval of cv , preliminary interview by our comapny, second round client interview, hired, visa issues, medical completed, visa stamped, ticket booked, deported from hme country, iqama prepared, Plant ID prepred, Mobilized to sit etc

        Reply
  • is it possible you show post tutorial step by step how to create such recruitment template for multiple jobs

    Reply
  • Hi,
    1. If there are four or five positions under one job title how to update as the Hiring stage closes to hired?
    2. Source of candidate is missing?
    3. how to add one more selection process if required?

    Reply
    • Thanks for using our template.

      Please ensure that you have updated the fields as advised in the blog. Also, ensure that none of the formulas or links are broken. In case you still face any issue, please email your file with the list of issues to contact@indzara.com.

      Best wishes

      Reply
  • Can you adjust the template to manage multiple hires for the same position?

    Reply
  • I’m trying to make multiple tabs for different positions on the excel file. When I copy and paste a tab to a new tab the formulas won’t stay. For example the days in hiring is incorrect and the active pipeline table doesn’t work. Can you create multiple tabs for different positions without messing up the forumulas?

    Reply
  • is the Recruitment tracker meant for only one Job title? can this tracker summarize how many job positions and candidates that have been interviewed in a year?

    Reply

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