For a simple and effective solution to manage the recruiting process and truly understand its performance via effective Recruiting metrics, use this Google Sheets recruiting 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.
This template is designed for Google Sheets, but if you are looking for an Excel template, please visit Recruitment Tracker in Excel.
Free Google Sheets
How to track recruiting in Google Sheets?
Video Demo
Step by Step Tutorial
Following are the steps:
- Copy the template and save in your Google Drive
- Enter Settings information
- Input candidate or applicant information
- View Dashboard
- Complete Data Entry after choosing candidate
STEP 1: Make a copy of the sheet
Click on the link above and then make a Copy of the Sheet as shown in the screenshot below.
You can save the copy in your own drive for your use. You can then share the copy with your colleagues if needed.
STEP 2: Enter Settings
In the Settings sheet, start by entering Job Title, Recruiter Name and Job Posted (or Hiring Start) Date.
The google sheets for recruiting template supports 4 recruitment stages before hiring.
You can customize the stages by renaming the default stages of this recruitment spreadsheet.
If you have less than 4 stages, for example 3, please enter only 3 stages as shown below.
Enter Decline Reasons that are used by your company. These are reasons that you can assign to each candidate that didn’t get selected for the role. Having this information tracked allows understanding the reasons why the candidates are not meeting expectations of the job.
STEP 3: Enter Applicants’ data
Enter the list of applications in the DATA sheet.
- When you enter a new Applicant Name, the table will auto-expand by showing gray background color.
- 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. Please do not edit the formulas.
If you had only 3 stages in your recruitment process, the fourth one will show as below (Hide this column). You can hide the column so that you only see columns relevant to you.
STEP 4: View Recruitment Dashboard
When hiring is on-going, the Dashboard sheet will display useful information about the recruitment.
You can see the total number of applications, days since Job Posted Date, number of closed and active applications.
The Recruitment Funnel shows how the applicants flow through the recruitment stages. This is helpful to know where applicants are falling off in the process.
The Decline Reasons show the top reasons why candidates are not selected.
Active Pipeline shows the stages where the open applications are currently in.
STEP 5: Data Entry after choosing a candidate for hire
Once a candidate has been selected, enter the HIRED APPLICANT and HIRED DATE in the SETTINGS sheet.
The Dashboard will now represent the complete information about this recruitment.
The status will change to HIRED and the funnel represents all applications (open and closed).
Please note that the Active applications will still represent all applications that have not been closed. So, please close all applications.
Enter Decline reasons for all applications except the hired one.
Final dashboard should look like this.
Limitations
The recruitment sheet template is designed to be used for tracking recruitment for only one job. If you need to track for a second job, make a copy of the file and use.
Please do not make a copy of the sheet in the same file. It will not work that way.
I will soon be working on a google sheet applicant tracking system version that will support multiple jobs and positions in one file. Please post your interest in the comments below, if that template will be useful.
