Recruitment Tracker – Free HR Excel Template for Recruiters

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Recruitment Tracker - Excel Template - Summary

Are you in the process of recruiting for an open job/position? You can use this simple Excel template to track status of the applicants (candidates) in an organized way. You can 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.

 

FREE DOWNLOAD

Recruitment Tracker Excel Template

VIDEO DEMO

 

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.

Recruitment Tracker - Excel Template - Inputs
Recruitment Tracker – Excel Template – Inputs

 

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

Recruitment Tracker - Excel Template - Applicants/Candidates Data
Recruitment Tracker – Excel Template – Applicants/Candidates Data

 

  • Enter Applicant 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.
    Recruitment Tracker - Excel Template - Applicants/Candidates Data
    Recruitment Tracker – Excel Template – Applicants/Candidates Data

     

STEP 4: Enter Hired Applicant Name

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

Recruitment Tracker - Excel Template - Hired Data
Recruitment Tracker – Excel Template – Hired Data

 

SUMMARY

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

Recruitment Tracker - Excel Template - Summary
Recruitment Tracker – Excel Template – Summary

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

Recruiting Tracker - Summary
Recruiting Tracker – Summary

 

You can see the active pipeline (applicants whose status is not CLOSED). For example, in the image below, there is 1 candidate in APPLICATION stage, 2 in PHONE SCREEN, 1 in INTERVIEW and 1 in OFFER stages.

Recruitment Tracker Excel Template - Active Pipeline
Recruitment Tracker Excel Template – Active Pipeline

 

You can see the overall Recruitment funnel. As you are hiring, the funnel will represent only applicants whose status is CLOSED. After hiring (by entering the Hired Applicant name and Hired Date information), the funnel represents all applicants. This will help identify where the candidates fell off in the funnel stages.

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

 

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

Recruitment Tracker Excel Template - Decline Reasons
Recruitment Tracker Excel Template – Decline Reasons

 

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

Recruitment Manager Excel template
Recruitment Manager Excel template

114 thoughts on “Recruitment Tracker – Free HR Excel Template for Recruiters

  1. Hi, I watched the video and I am not clear on where to enter in my data … applicant, phone screen etc. I don’t see the spreadsheet. Is it only there if you actually purchase the template?

    1. Hello

      Thanks for using our template.

      The free version is just a tracker of all the applications received. However, the paid version has a sheet to record the details of the applications received.

      Best wishes

      1. Ok, so I have to purchase it to use it?

        1. The Recruitment Tracker above (https://indzara.com/2015/09/recruitment-tracker-free-excel-template/) is a free template to download. You will find the link inside the blog post. You can use this to track applications for a single job at a time.
          The Recruitment Manager template (https://indzara.com/product/recruitment-manager-excel-template/) is a premium template available for purchase. This can be used to track applications for multiple jobs, with automated recruitment dashboard.

          Please let us know if there are any questions.
          Thanks & Best wishes.

  2. Hi I would like to purchase the Recruitment Manager Template. How can i go about this? Also is there a way to add these list to Excel sheet – Budgeted positions for 2018 and forecast for 2019/2020.

    1. Thanks for your interest.
      We are currently not taking new customization projects. However, customers can make modifications by adding sheets as needed.
      Please let us know if there are any questions.
      Thanks & Best wishes,

  3. Loved it! However, I would like to add the source where I got the resume from and the candidate phone number. Can I do it without messing up the spreadsheet?

    1. Thanks. Glad to hear. Please add more columns to store additional information. You can add columns except for in-between the stages.
      Best wishes.

  4. Awesome template for the single position.
    Cheers
    Saket

    1. Thanks for your feedback.

      Best wishes

  5. Hi,
    I tried to track several recruitment in different tabs of the same workbook but it messed up summary dashboard. Do you necessarily need a new workbook to track another recruitment?
    Thanks

    1. Hello

      The template uses a hidden sheet where calculations are made. So, just copying the summary sheet will not duplicate the calculations. Each position’s data has to be in a separate workbook. Or you can try the https://indzara.com/product/recruitment-manager-excel-template/ which allows tracking multiple positions in the same file.

      Best wishes.

  6. How do you get the stage to calculate if you decline the applicant before phone interview due to lack of experience?

    1. Hello

      In this free template, you can track the dates only. Maybe based on the credentials you can reject an application and not call for a phone interview.
      However, the premium template has many features where an applicant can be rejected based on their credentials and that can be tracked as well. Please visit https://indzara.com/product/recruitment-manager-excel-template/

      Best wishes

    2. Is this good for only single position?

      1. Yes, this template can track only one position. For multiple positions and more features, please see Recruitment Manager template https://indzara.com/product/recruitment-manager-excel-template/
        Thanks & Best wishes.

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