2023 Recruitment Tracker – Free Google Sheet Template
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.
32 Comments
If my company has more than 4 stages or rounds of interviews, is there a way to modify the Stages table so it accepts more?
Thank you for showing interest in our template. Requesting to contact support@indzara.com to take it as customization projection for additional fee. Also please check our Recruitment Manager template in the following link to get upto 6 stages.
https://indzara.com/product/recruitment-manager-excel-template/
Best wishes.
Do you have recruitment manager template in Google Sheet yet?
Thank you for showing interest in our template.
Sorry, the recruitment manager is not yet developed in Google Sheet. We will update you once the same is developed and posted in our website.
Best wishes.
What does the DT stand for?
Usually DT stands for Date in most of our templates. Requesting to share your exact concern with some screenshots to support@indzara.com to check further.
Best wishes.
Do you already have template in google sheets where we can track multiple job postings ?
We are not yet converted the Recruitment Manager Excel template to Google Sheet for multiple job posting. We will update you once building the requested Google Sheet template.
Best wishes.
Hi Indzara,
I would be interested in the premium Recruitment Manager in Google Sheets that will allow up to 8 stages in the hiring process to adequately track multiple site interviews and assessment stages. Also, the ability to track up to 20 source sites. I think if you expand those sections it would be incredibly helpful and having it in Google Sheets would be wonderful.
Also are you able to expand the cost per hire feature to hours and hourly rate versus putting in a lump sum? It would be nice to see that metric move throughout the stages and not a lump sum when the offered is presented and accepted. It would provide a real-time metric to see the cost of various types of roles.
Like to know when it will be available.
Hello,
Thank you sharing your feedback.
Currently we are in process of expanding our products in Google Sheet but we cannot assure you the exact time for the Recruitment Manager premium template gets available in Google Sheet.
Regarding the expansion of cost per hire, we are currently taking customization projects for a fee. Hence the requested customization can be done in our Recruitment Manager Premium Excel template and upload the same in Microsoft One Drive to use it online as Google Sheet. For more details on customization, requesting to contact our support team at support@indzara.com.
Best wishes.
great tracker thank you! I would be very interested in the multiple reqs in one file option!
Thanks for using our template.
This template is designed for a single vacancy. Please review our premium template Recruitment Manager – Excel Template at https://indzara.com/product/recruitment-manager-excel-template/ for multiple vacancies.
Best wishes
I dont understand, its view only, I cannot add or make any changes??? Isnt this to be used?
Hello
You need to make a copy of the template and work from your own Google Drive. Please follow the steps mentioned at https://indzara.com/2020/01/recruitment-tracker-for-google-sheets-free/
Thanks
Hello, if our process has two additional stages, what would be the new formula for column I?
Thanks for using our template.
This is designed to handle up to four stages. However, our premium template https://indzara.com/product/recruitment-manager-excel-template/, can handle up to six stages and multiple vacancies.
Best wishes
Do you already have template in google sheets where we can track multiple job postings?
Hello,
Thanks for your suggestion. We are working on a version that can handle multiple job openings and work on Google Sheets as well.
Best wishes
Hi,
Do we have recruitment manager template in Google Sheet..?
Thanks for your interest. We will be publishing the Recruitment Manager for Google sheets in a couple of months.
Best wishes.
Any chance you figured out how to support multiple jobs and positions in one file?
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