Recruitment Tracker – Free HR Excel Template for Recruiters 2019

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Recruitment Tracker - Excel Template - Summary

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.

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

FREE DOWNLOAD

[Updated in 2019]

Recruitment Tracker Excel Template 2019

Recruitment Tracker Excel Template 2019 – with Sample Data

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 2019 - Enter Job Inputs
Recruitment Tracker 2019 – Enter Job 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

Enter Applicants or Candidates Information - Recruitment Tracker 2019
Enter Applicants or Candidates Information – Recruitment Tracker 2019
  • 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 2019
Enter Applications’ Status and Comments – Recruitment Tracker 2019

STEP 4: Enter Hired Applicant Name

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

Recruitment Tracker 2019 - Enter Hired Applicant and Date
Recruitment Tracker 2019 – 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

122 thoughts on “Recruitment Tracker – Free HR Excel Template for Recruiters 2019

  1. Hi,

    I downloaded the free tracker but I cannot use it because it is protected by a password.

    1. Thanks for using our template.

      Please use “indzara” as a password.

      Best wishes

  2. Hello

    Why does the active pipeline only track 4 stages? What if I have more stages that I want to track and reflect on the active pipeline. Will the formula stay the same?(=COUNTIFS(T_Apps[WAITLISTED],””,T_Apps[STAGE],HELP!B4))

    1. Thanks for using our template.

      Please review our premium Recruitment Manager at https://indzara.com/product/recruitment-manager-excel-template/. It can handle more stages.

      Best wishes

  3. Hi
    I am trying to put Hired date in the dashboard, its not reflecting in the main record, what i belive once i write the date, the cell should become blank and the value should be transfered to main record

    Please advise on this

    Thanks and Regards

    Mahmood Shahbaz

    1. Hello

      Please enter the dates in the Applications tab and refresh the dashboard.

      Thanks

  4. Hi, Can you add a stage in the process to the pipeline and funnel. We use a one way video interview before the in person interview. I would like to track the dates of the one way video interviews similar to the other stages.
    The ideal stages to include would be Application, Phone Screen, One Way Video Interview, In Person Interview , Offer.

    1. Thanks for the feedback.

      Have you checked our premium template “Recruitment Manager”? This can be customized as per your needs. Please visit https://indzara.com/product/recruitment-manager-excel-template/

      Best wishes

  5. 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.

  6. 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,

  7. 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.

  8. Awesome template for the single position.
    Cheers
    Saket

    1. Thanks for your feedback.

      Best wishes

  9. 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.

  10. 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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