Recruitment Tracker

About this template

When to use this

Reach for this when several candidates are moving through one opening at once and the only record of who sits at which stage is in a recruiter’s head. Update the Pipeline sheet before the weekly hiring meeting and the status summary at the top plus the Summary sheet move with it.

Filling it in

1. Set the reference date (As of 2026-03-16), the owning team (HR Team) and the document number (TRK-2026-03) in row 5 of Pipeline for this cycle.
2. From row 16 down, one candidate per row. Applicant IDs run AP-01 to AP-22 in the sample, and the Candidate / Position column in C reads “Backend developer / Kim” — role first, then the person. Overwrite all twenty-two with your own.
3. Column F must hold one of six stage words exactly as written: Applied, 1st interview, 2nd interview, Offer, Rejected, On hold. If your own rounds are named differently, map them in table 1 of the Operating rules sheet.
4. The date in column G is the next action deadline – interview date, offer response date – as a real date value. Progress in column H is a whole number from 0 to 100; the rules sheet suggests 20 on application, 40 after the first interview, 70 after the second and 100 on offer.
5. Replace the five interviewer names in B7:B11 of Summary (Kim Seo-yeon, Park Ji-hoon, Lee Su-min, Choi Do-hyun, Jung Ha-neul — placeholder names) with your own. A name differing from column D by a single character returns zero.

Worked examples

• AP-04, “Frontend developer / Jung”, interviewer Lee Su-min, fit Medium, stage 2nd interview, next date 2026-02-27, progress 90. The 2nd interview count at the top rises by one and 90 feeds that column’s average progress.
• Second interview date passed with no decision: leave the stage alone and set a new date in column G. For a position frozen by headcount, leave it at On hold and record the restart condition as note 4 of the rules sheet asks. Keep rejected candidates in the table, or the pass rates per stage stop meaning anything.

How the formulas work

• Stage counts are =COUNTIF($F$16:$F$41,”Applied”); average progress per stage is =IFERROR(AVERAGEIF($F$16:$F$41,”Applied”,$H$16:$H$41),0). Each of the six cells uses its own stage name as the criterion.
• The Summary sheet crosses two conditions: =COUNTIFS(‘Pipeline’!$D$16:$D$41,”Kim Seo-yeon”,’Pipeline’!$F$16:$F$41,”Offer”). Change an interviewer name and every formula on that row has to change with it.
• Monthly deadlines read =COUNTIFS(‘Pipeline’!$G$16:$G$41,”>=”&DATE(YEAR(MIN(‘Pipeline’!$G$16:$G$41)),2,1),’Pipeline’!$G$16:$G$41,”<“&DATE(YEAR(MIN(‘Pipeline’!$G$16:$G$41)),3,1)). The year follows the earliest date in column G on its own, but the month numbers are hard-coded, so a cycle outside the four rows February to May means editing the numbers inside DATE.
• The bar in column I is cell shading in 20% steps (G14 says “One block = 20%”), not a formula; change a percentage and you repaint it yourself.

Common mistakes

• Writing a stage with an extra space, or inventing one such as “In progress”. COUNTIF misses it and the summary no longer matches the rows you entered.
• Entering 0.8 for progress. The scale here is 0-100, so 0.8 is effectively zero.
• Adding candidates below row 41; every roll-up stops at rows 16-41, twenty-six entries.
• Circulating the file with real names and contact details in it. The rules sheet asks for storage in a designated internal folder for exactly that reason.