User Guide: How to enter data in Recruitment Manager Template?

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In this article, we will discuss step by step how to use the Recruitment Manager Excel Template.

 

DESIGN

The template focuses on two key pieces of input information – Jobs and Applications, entered in Jobs and Application sheets respectively. There are two key output sheets. The Dashboard presents a single page summary of Recruiting metrics, with several ways to filter/drill down. The Job Report sheet allows choosing one job to see the details of that specific job.

 

OVERVIEW OF STEPS

  1. Enter info. In Settings sheet (Recruitment Stages, Application Sources and Decline Reasons)
  2. Enter information of jobs to be filled in the Jobs sheet.
  3. Enter every application you receive in the Applications sheet.
  4. As you evaluate each application and move it from one stage to next, enter the date in Applications sheet.
  5. When a final decision is made on a candidate, enter ‘HIRED’ or ‘NOT HIRED’ in the Application Status column.  Enter the Decline Reason if the candidate was not hired.
  6. When a Job order is completely filled, enter in Jobs sheet: ‘COMPLETED’ in the Status field and cost of filling the Job in Cost field.
  7. View Dashboard anytime to view the performance of recruitment process (Press Ctrl+Al+F5) to refresh calculations.
  8. View Job Report sheet for the summary of comments on Candidates for one job at a time.
  9. (Optional) Use Candidates sheet to store information about candidates.

 

DETAILED STEPS

STEP 1: Enter Settings information

Recruitment Stages: The template can accommodate up to 6 stages in recruiting process. If you have only 4 stages, just clear the last two values.

Customize Recruitment Stages
Customize Recruitment Stages

Application Sources: This will be the list of sources where you receive applications. You can customize the list as needed. Enter up to 15 sources.

Customize Application Sources
Customize Application Sources

Decline Reasons: This will be the list of reasons we provide when decide not to hire a candidate. You can customize the list as needed. Enter up to 15 reasons.

Customize Decline Reasons
Customize Decline Reasons

 

STEP 2: Enter Jobs

In the Jobs sheet, you will enter each job in a new row with the following information.

Fields available: JOB ID, JOB TITLE, JOB LOCATION, HIRING MANAGER, DEPARTMENT, JOB TYPE, JOB LEVEL, RECRUITER NAME, JOB POSTED DATE, POSITIONS, STATUS, COST

Recruitment Manager Excel Template - Jobs Table
Recruitment Manager Excel Template – Jobs Table

 

Most fields are self-explanatory. The last three need some explanation.

Positions: This template can handle multiple openings of same title. For example, if you have 3 openings for Graphic Designer, you can enter them in one row and enter 3 in Positions field/column.
Status: When you enter a new job to be filled, enter ‘OPEN’ as Status. When all the positions for that job are filled, enter ‘COMPLETED’ as Status. If the job is cancelled, enter ‘CANCELLED’.
Cost: After the job is filled, enter the total cost incurred in the recruiting for that job.

 

STEP 3: Enter Applications

Enter each application you receive as a new row in the APPLICATIONS sheet. Start entering from Row 6. Please do not modify Row 5, as it will break calculations.

• Enter Job ID for which the application was sent.
• Enter Applicant name and the source through which you received the application.

Recruitment Manager Excel Template - Applications 1
Recruitment Manager Excel Template – Applications 1

 

STEP 4: Track Progress of Applications

In the next 6 columns, enter the dates on which the applicant crossed each of the recruitment stages.

Recruitment Manager Excel Template - Applications - Stage Dates
Recruitment Manager Excel Template – Applications – Stage Dates

 

For example, in the image above, you can see the dates on which each candidate crossed the 6 stages. If a candidate does not reach a stage, please don’t enter anything in that column.

 

STEP 5: Update Application Status

Recruitment Manager Excel Template - Applications - Status, Reasons and Comments
Recruitment Manager Excel Template – Applications – Status, Reasons and Comments

When a decision is made on a candidate, update APPLICATION STATUS column. Enter ‘HIRED’ if hired or ‘NOT HIRED’ if decision was taken not to hire the person. Enter the decline reason if the candidate was not hired. For example, if the candidate reaches the interview stage but does not get the offer due to ‘Technical’ knowledge , then enter ‘Technical’ as Decline Reason.

Please enter any comments or notes about the application in the COMMENTS column.

 

Error Checks

While entering data in steps 4 and 5 , please make sure that there are no errors. The template assigns applications as ‘ERROR’ (see column Q named ERROR) if one or more of the following conditions apply.

  • Subsequent stage date is earlier. Example: Stage 2 Completion Date is before Stage 1 Completion Date
  • Application Status = ‘HIRED’ and all stages are not completed.
  • Application Status = ‘NOT HIRED’ and a stage is missing. Example: Stage 4 has Completion Date but Stage 3 does not have a Completion Date.
Error Calculation for Applications
Error Calculation for Applications

 

Those Applications with ERRORs will not be reported in Dashboard.

 

STEP 6: Update Job

When a job order is fully completed, go back to the Jobs sheet and update.

Status: When all the positions for that job are filled, enter ‘COMPLETED’ as Status. If the job is cancelled, enter ‘CANCELLED’.
Cost: After the job is filled, enter the total cost incurred in the recruiting for that job.

 

STEP 7: View Dashboard

View Dashboard anytime to view performance metrics. The dashboard is fully automated. Since it uses pivot tables for calculations, we have to refresh it whenever we added/updated input data on Jobs and Applications. Please refresh it by (DATA ribbon –> Refresh All button) or keyboard shortcut (Ctrl+Alt+F5).

Recruitment Manager Excel Template - Data Refresh
Recruitment Manager Excel Template – Data Refresh

 

Recruitment Manager Excel Template - Dashboard
Recruitment Manager Excel Template – Dashboard

 

The dashboard is very flexible as it allows you to drill down using the filters. There are 10 filters/slicers available to analyze the data in detail and make smarter business decisions.

Dashboard - Slicers (or Filters)
Dashboard – Slicers (or Filters)

If the dashboard does not reflect the data entered, please refresh the calculations first. Then, check if there are ERRORs in the Applications (see column Q).

 

STEP 8: View Job Report

In the Job Report sheet, we can choose a Job ID and view all details for that one job. We can also see the Candidates and comments for each stage. This can be a useful tool to have a meaningful discussion with the stakeholders on the applications and thus take decisions.

HR Template - Job Report
Job Report

 

STEP 9 (Optional): Enter Candidates’ data

The Candidates sheet available is optional. We can store candidates’ contact information and other notes such as Skills, Strengths and Weaknesses. We can add new columns as needed.

56 thoughts on “User Guide: How to enter data in Recruitment Manager Template?

  1. My Dashboard looks slightly different than what is represented here on the tutorial. In addition, there is one additional metric that we must measure and I would like to know how to add this to the dashboard?

    1. Hello

      Thank you for using the template.
      Please advise which additional metric you want to measure. For issues related to the dashboard, please refer to
      Please review the following post
      https://indzara.com/2018/05/recruitment-manager-why-dashboard-not-updated/

      Best wishes

  2. Hi. My dashboard seems to be not working

    1. Hello,

      Please review the following post
      https://indzara.com/2018/05/recruitment-manager-why-dashboard-not-updated/

      It lists some common reasons for error.

      Best wishes

  3. Hello Please help
    The dash board doesn’t seem to communicate with the rest of the tabs. could i send u the file to take a look please?
    thank you in advance for a quick response. this table is due on thursday.

    many thanks

    1. Hello

      Please send you file with the issues that you are facing to contact@indzara.com

      Best wishes

  4. My review at this point is that the product doesn’t have full functionality. The “Job Report” and “Dashboard” tabs don’t appear to be working. Requests for assistance have not been responded to at this point. Please advise. Thank you.

    1. Thanks for sending the file.

      Once I refreshed the calculations from the DATA ribbon, the dashboard displayed the results.
      Some parts of the dashboard are applicable only when there is at least one hired application. Please update Application Status column with data.
      Row 37 in Applications sheet – This application has a data entry error (column Q indicates this), because STAGE 1 DT is not entered.

      In Job Report sheet, I chose the Job ID and then Stage. The candidates are listed as expected.
      I have emailed you this info along with screenshots.
      Please let us know if there are any questions.

      Thanks & Best wishes.

  5. Hello There,
    Great job with the template. I am trying to add more to the existing list of “Status” . How can I do that?
    Also, Is it possible to add more KPIs to the Dashboard?
    Thanks.

    1. Hello
      Thank you for using our template.
      You can add more “Status”. You have to select the column and change the data validation.
      We have created KPIs which are usually tracked by organisations. Please advise which KPI you want to add to the existing template.
      Best wishes

      1. Hello,
        Thanks for returning my query.
        I am not sure got this right.. where do you change the data validation in the “Jobs” tab?

        With regards to additional KPI, I need to add:
        – Delay raisons (Process bottlenecks); Quality of Hire; Interview per Hire; Retention rate; New Hire performance; New Hire engagement; Culture fit.
        – Various ways to calculate TTH:
        * From Pipeline Briefed date – to Candidate start date.
        * From Briefed date – to Offer accepted date
        * From Briefed date – to Start date
        – From offer accepted – to Start date

        Thanks
        Carine

      2. Sorry for chasing but any chance to get some feedbacks? Thanks

        1. To change data validation of a specific cell or cells, please select cells. Then, select ‘Data Validation’ in the Data Tools section in DATA ribbon. You can change the list there. If you have a specific cell to change, please specify.

          You can add additional columns in the Jobs sheet or Applications sheet, to track necessary additional calculations. Bringing them over to Dashboard would require many steps and is not easy to explain here. In a new sheet, you can also write formulas to calculate the additional metrics, separate from the Dashboard also.

          Please let us know if there are any questions.

          Best wishes.

  6. I’m consideringoing buying your template however I have a few questions I don’t have amy use for the heading location as all job advertised will be in one office can I change heading to a different name

    1. Thanks for your interest.
      You can change the heading in the Jobs sheet, however, it would not automatically change in the Dashboard, You have to edit the slicer name in the Dashboard and change the label.
      Please let me know if there are any questions.
      Best wishes.

  7. I need more than 6 stages is that possible

    1. I am sorry. I don’t have a version that supports more than 6 stages.
      Best wishes.

  8. In JOB REPORT sheet, when I choose stage, its only appear 25 name of worker but actually we do have more than that. how can I see the rest of the name in this sheet. tq.

    1. Please unprotect the sheet with indzara as password and then extend the formulas down for more rows. If you need any help with it, please email file to support@indzara.com.
      Best wishes.

  9. Love the program- quick question regarding an issue.

    The system is reporting an ‘ERROR’ and I can’t seem to find what it is within the input sheets. It’s keeping the dashboard from displaying.

    Thanks,

    1. Thank you. Glad to hear. Are you noticing Error in column Q in Applications sheet? If so, please see the https://indzara.com/2016/07/user-guide-enter-data-recruitment-manager-template/ where I explain why data entry errors can happen. I will also email you this information.
      Thanks.

  10. Hello –

    I have several ERRORs in my report as we do not necessarily complete all of the Stages. For instance, we frequently have Managers interview and no pre-screens or go straight to an Onsite Inteview with no pre-screen. If I enter dates in each of the Stage columns – this will be inaccurate information. Suggestions?

    1. IF any stage is skipped, please enter the previous stage’s date or following stage’s date. Please do not leave it empty. Thanks.
      Best wishes.

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