Recruitment Tracker 2020 – Free HR Excel Template for Recruiters

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Recruitment Tracker Excel Template

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.

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

Download Recruitment Tracker Excel Template 2020

Download Recruitment Tracker Excel Template 2020 with Sample data

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 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 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 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

Recruitment Manager Excel template
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.

Watch on YouTube

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

Recruitment process of an employee doesnt 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.

You may also be interested in...

New Employee Checklist
Leave Tracker & Vacation Tracker
Employee Vacation Planner

138 thoughts on “Recruitment Tracker 2020 – Free HR Excel Template for Recruiters

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

    1. 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

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

    1. Thanks for your message.

      Please review our Recruitment Manager – Excel Template at https://indzara.com/product/recruitment-manager-excel-template/. It can handle multiple vacancies.

      Best wishes

  3. 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?

    1. Hello

      This template is designed for a single vacancy. Please review our premium template at https://indzara.com/product/recruitment-manager-excel-template/

      Thanks

  4. The template is not automatically updating can you help me

    1. 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

  5. Can you adjust the template to manage multiple hires for the same position?

    1. Thanks for using our template.

      Please review our premium template Recruitment Manager – Excel Template at https://indzara.com/product/recruitment-manager-excel-template/.

      This template can handle multiple hires for the same position.

      Best wishes

  6. 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?

    1. Thanks for your message.

      This feature is available in our premium recruitment manager https://indzara.com/product/recruitment-manager-excel-template/

      Best wishes

  7. Hi Sir,

    any discount in the recruitment manager premium report price?

    thanks
    anoop

    1. Thanks for your interest in our template.

      We do not have any offer for this template now.
      However, under Buy One, Get One Free: You will then receive a coupon code with an equal discount value as the paid amount. For more on offer details, please visit https://indzara.com/2015/03/buy-one-write-review-get-one-free/.

      Best wishes

  8. 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?

    1. Thanks for using our Recruitment Tracker, which is a free template with very limited features. It can handle only one vacancy at a time.

      We have a premium template named Recruitment Manager – Excel Template, https://indzara.com/product/recruitment-manager-excel-template/. This can handle multiple vacancies and generate reports as needed

      Best wishes

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