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 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 and where in the funnel applicants are dropping off. You can also easily view the top reasons why candidates were not selected.
Recruitment Tracking – Simple & Effective.
[Updated in 2019]
To manage multiple jobs with more features, please see the new Recruitment Manager Excel Template.
This template is very easy to use. Please follow the steps below.
STEP 1: Enter Job Details
Start by entering the Job Title, Recruiter Name and Job posted date.
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 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.
STEP 4: Enter Hired Applicant Name
After a candidate accepts the offer, then enter Hired Applicant and Hired Date information.
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.
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.
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.
As you are hiring, the funnel will represent only applicants whose status is CLOSED.
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.
The summary will display the status as HIRED and will show the Recruitment metrics – 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.
The top 3 decline reasons are shown along with %. This is based on applicants where status is CLOSED.
Do you find this template 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 the template, please share with your friends.
Do you need to manage recruiting of multiple jobs in one file?
If you are looking to manage multiple jobs and get advanced reporting, please try Recruitment Manager Excel Template
How do you keep track of Recruitment 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.