Recruitment Tracker Spreadsheet

What it does

• Setup tab: your company or team name, how many days without a stage change make a candidate Stale (14 to start), up to 12 stages (Applied, Screen, Interview 1, Interview 2, Offer, Hired, Offer declined, Rejected, Withdrew to start) with Yes/No settings for active, in interview, offer made, hired and declined offer, up to 10 sources (Job board, Referral, Website, Agency, Social, Other), interview rounds, and up to 15 hiring managers and interviewers for the drop-downs
• Roles tab: up to 25 roles with department, location, hiring manager, opened date, target hire date, openings and status (Open, On hold, Filled, Closed). Days open, candidates, in interview, offers, hired, follow-ups due and openings still to fill fill in for each role, and open roles past their target hire date turn amber
• Candidates tab: one row per candidate per role (room for 500) with role, source, applied date, current stage, stage date, next step and its date, interviewer, a rating from 1 to 5, salary expectation and notes. Days in pipeline counts by itself
• Flags: Follow up due (still active and the next step date has passed) turns the row amber, Stale (still active and no stage change for 14 days, or the number you set) turns it pale yellow, and hired candidates turn green
• Interviews tab: log each interview (date, candidate, role, interviewer, round, score from 1 to 5, Yes, Maybe or No recommendation, notes), with the average score and the Yes, Maybe and No counts
• Dashboard: open roles, openings still to fill, open roles past target date, active candidates, candidates in interview, follow-ups due, stale candidates, hires this year, average days to hire (applied date to Hired stage date), offer acceptance rate (Hired / (Hired + Offer declined)), interviews logged, candidates by stage and by source (with hires per source) with two charts, and a table for each role
• The tabs are protected without a password, so formulas don't get typed over by accident (you can unprotect them any time)

What you get

• XLSXRecruitment-Tracker.xlsx (blank, ready for your roles and candidates)
• XLSXRecruitment-Tracker-with-Sample-Data.xlsx (a filled-in example: a made-up small business with 6 roles and 37 candidates)
• PDFQuick-start guide (PDF)

Good for

Small-business owners, HR generalists, office managers and agency or in-house recruiters who hire for a handful of roles at a time and want one clear list of candidates, next steps and hiring numbers.