How Do I Create a Recruitment Tracker in Excel?

Recruiting is often a daunting task of managing sourcing and pre-screening of possible hires. Using an applicant tracking system (ATS) can simplify the undertaking and make it easier for you to keep track of the status of all your potential candidates. It’s also a helpful tool for vetting your company’s hiring method and streamlining the process.

Recruitment Tracker

Identifying the Stages

The top of your Excel sheet should include the details of the position, such as where it was posted. You may find it helpful to have a countdown timer to keep your deadline in focus.

The first columns for your spreadsheet are the candidate’s name with the surname first for easier sorting and their contact information. The next column is the status. Undoubtedly, there are set stages in your organization’s recruitment. Those are the basis for your ATS. The typical points along the path include:

  • Application
  • Online skill testing
  • Phone screen
  • Background check
  • Interview 1
  • Interview 2
  • Offer
  • Hire

A dropdown box that includes the stages that your company uses will simplify this task. It should also have an option for identifying candidates that did not meet the position’s criteria. We suggest using another dropdown box with a shortlist of reasons. That’s a vital piece since it can point out other recruitment issues, such as unsatisfactory sourcing or the wrong market for a job posting.

Using a recruitment tracker can identify other bottlenecks or failures within your hiring process if you’re not getting the results you’d like. For example, if you find that the online skill testing isn’t doing an adequate job of identifying poor fits, you might consider revamping the process or reordering the steps to make it more efficient.

Incorporating automated functions is another way to make recruitment more efficient and remove the bias that can sway hiring decisions. Pre-screening job assessments can also weed out unsuitable candidates for the company culture early in the employee selection process and save time.

Setting Parameters

Keeping track of dates is a critical function of your ATS. A missed interview is a lost opportunity. It’s also essential for keeping your recruitment on track for onboarding. Therefore, each stage must include a date so that everyone on your team knows how the process is progressing at a glance.

Some recruiters find it helpful to also have the interviewer’s name and interview scores so that there is a central hub for all of this information. Again, using simplified options is preferable for clarity. You can also add another column for short notes. Your ATS provides the framework for evaluating all candidates by the same set of criteria.

Final Thoughts

Staying organized is imperative when recruiting. Often, it involves going outside of the box to find the right fits for your company. Using an ATS allows you to stay on top of the process. In these days of hiring shortages, it is the best way to streamline the process to make optimal use of your time.