Posted by Jonathan Kidder on December 28, 2020January 31, 2023

A lot of work goes into the recruiting process and it’s important to stay organized during every step. The full cycle process includes: sourcing, screening, submitting, and setting up final round interviews. Every part involves various steps and procedures depending on your organization. You will need to coordinate with recruiting coordinators, internal teams, and applicants throughout the entire process. Having a well-organized Recruitment Tracker template that is simple and easy to understand will be important. I recommend creating a basic template within Microsoft Excel, Google Sheets, Trello, or Airtable.

Below are Step-by-Step Instructions on Creating a Recruitment Tracker Template:

1. Date

Include the date when you first sourced the candidate lead.

2. Role

Include the role and req number that you are sourcing for.

3. Location

Include the State or City where the candidate is based.

4. Full Name

Include the full name of the candidate.

5. Contact Information

Include the candidates personal email address and cell number.

6. Salary Expectation

Once you screen the candidate, get their all-in salary expectations. Include additional details like bonus and stock plans.

7. BLNA

If the candidate self-selects there (race) and its diverse (BLNA) you can track this as well.

8. Phone Screen

Once you review applicants and sourced leads the next steps will be to schedule a phone screen call.

9. Interview OR Assessment

Within this column you can get the candidates interviewing availability for the first-round interview or online assessment.

10. Candidates Onsite Ready

If the candidates pass the first round the next steps will be to schedule a final round interview.

11. Final Round (Hired)

Once the final round happens the team will then decide to either decline or move forward with an offer.

Use Colors to Highlight each Step

Gray: Separate each sourcing week with the document.

Green: Highlight candidates who are onsite ready.

Yellow: Candidate who have withdrawn from the process.

Orange: Candidates interested in the future and require a follow up.

Weekly Recap Tracker Template

In another tab create a weekly recap of your sourcing metrics. This is a great way to showcase data to your manager or hiring manager.

Offer Accepts Tracker Template

Use this template to track all of your offer accept hires for the year.

Here’s a video on the most common Excel formulas:

Here’s a full list of Recruiter Metrics that you should be tracking (here)←

Here’s a vetted list of 50+ Boolean strings PDF to find and source the best talent online.

Learn More Here

Diversity Sourcing on LinkedIn using Boolean Strings

How to Create a Recruitment Process Flowchart Map

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Jonathan Kidder

With more than 12 years of recruitment experience, Jonathan has helped startups and small businesses find the talent they need. He runs the blog WizardSourcer, which explores the latest trends in talent sourcing, provides reviews of recruitment tools, and features interviews with prominent figures in the industry.