Free Applicant Tracking Spreadsheet Templates

By Becky Simon | November 27, 2019

In this article, you’ll find the most useful applicant tracking system (ATS) spreadsheet templates for hiring managers, HR, and small business personnel, as well as best practices for filling out these templates.

Included on this page, you'll find many helpful applicant tracking templates, including a Simple Job Applicant Tracking Template, a Recruiting Hiring Template and details on Best Practices for Filling in a Job Applicant Tracking Spreadsheet.

Simple Job Applicant Tracking Template

Simple Job Applicant Tracking Spreadsheet Template

Use this simple job applicant tracking template to standardize your company’s applicant tracking process. Easily record position (title, description, required experience), applicant (name, position they are applying for, email address, home address, phone number, current employer, current position), and interview details (interviewer, interview score, interview notes). Download this template for single applicant tracking, or use it as your master list to track multiple candidates. You can share this information with fellow employees across multiple teams and departments in order to keep tabs on every open position, candidate, and decision in a single, customizable template.  

Download Simple Job Applicant Tracking Template

Excel | Google Sheets | Smartsheet

Recruiter Hiring Template

Recruiter Hiring Tracker Template

This recruiter-centric job applicant tracking spreadsheet allows you to maintain control of all the applicant details you need in order to review, interview, and determine whether candidates should be offered a particular position. Unique in its recruiter-friendly design, this one-stop, single-tab spreadsheet keeps all of your job applicants’ details and history within view by displaying the following columns: 

  • Applicant: Applicant name 
  • Contact: Applicant contact information  
  • Application Date: Date applicant applied  
  • Status: Whether application is open or closed 
  • Stage: Application received, phone screen, interview, offer made, hired  
  • Phone Screen Date: Date of phone-screen interview 
  • On-Site Interview Date: Date of on-site interview 
  • Offer Date: Date offer made (if applicable)  
  • Decline Reason: Reason you declined to make an offer 
  • Notes: Add any other remarks related to application 

Download Recruiter Hiring Template

Excel | Google Sheets | Smartsheet

Applicant Flow Log Template

Applicant Flow Log Template

Designed with a focus on helping ensure equal opportunity hiring, this spreadsheet is frequently used by federal contractors to track applicant flow throughout the entire hiring cycle. With comprehensiveness in mind, this applicant flow log allows you to factor in all the required hiring criteria (such as affirmative action details and gender, race, and veteran status) so that you are assured of interviewing and hiring the most qualified candidates. 

Download Applicant Flow Log Template

Excel | PDF | Google Sheets

Recruitment Data Tool Template

Recruitment Data Tool Template

Track candidate-specific details in a unique recruitment data tool that enables you and your fellow recruiters to track and stay apprised of candidate progress. This easy-to-fill template provides editable dropdown lists for each candidate-specific field. In each column, list the job ID, job title, job location, hiring manager, department, job type, recruiter name, job posted date, status, cost, and any additional relevant details. 

Download Recruitment Data Tool Template

Excel | Word | PDF

HR Applicant Tracking Form Template

HR Applicant Tracking Form Template

This applicant tracking form template is designed for human resources departments. It provides  a comprehensive form that can be shared among HR personnel as well as hiring managers. Use this simple, streamlined applicant tracking form to track candidates’ progress for open positions and report interview outcomes and statuses. With this information at your fingertips, you can make timely offers to the prime candidates and get them working for you as quickly as possible.

Download HR Applicant Tracking Form Template

Excel | Google Sheets

You can find additional hiring-related HR spreadsheets here.

Small Business Applicant Tracker Template

Smaal Business Applicant Tracker Template

As a small business owner, you need every tool at your disposal to do some significant heavy lifting. With a relatively small team, chances are you don’t have personnel dedicated to keeping track of the details of all stages of the hiring process. That’s why a small business applicant tracker template is a perfect solution to record and evaluate candidate details until a position is successfully filled.

Share applicant details with fellow employees and track each candidate’s progress with this free spreadsheet, including the following candidate-tracking columns: 

  • Position: Job title applicant is applying for 
  • Name: Applicant’s name 
  • Email: Applicant’s email address 
  • Phone: Applicant’s phone number 
  • Resume: Link to applicant’s resume  
  • Status: Status of application 
  • Date Submitted: Date applicant applied 
  • Details: Notes relating to application 

Download Small Business Applicant Tracker Template

Excel | Google Docs

Sample Applicant Tracking Spreadsheet Template

Sample Applicant Tracking Spreadsheet Template

Track job applicants’ progress through all stages of the hiring cycle with this easy-to-fill sample applicant tracking spreadsheet. Fill in the columns with details regarding the position applied for, minimum experience required, department, application received date, candidate name, contact information, and more. 

Download Sample Applicant Tracking Spreadsheet Template

Excel | Google Sheets

How to Fill in a Job Applicant Tracking Spreadsheet: Best Practices

Next to the sustainability and profitability of your business, nothing is more important than hiring the best available candidates. Your company excels with top-notch performers, and you need a way to keep tabs on open positions and track the progress of applicants. Without a detailed way to keep all hiring-related information in one place, top candidates slip through your fingers, interview histories are lost, and positions remain unfilled. 

But, what is the best way to track the best candidates? Your organization needs to ensure that you track these candidates accurately, document the company’s interactions with them, and get these top performers signed on and working for you. 

Whether a candidate is someone you’re interested in hiring or not, you need an easy, reliable way to provide a detailed record of their interaction with your company throughout the hiring process. 

Using a template can help you get started tracking applicant details for your open positions. Having easy access to each applicant’s details allows you and your coworkers to make informed hiring decisions and land the best candidates.

Once you’ve downloaded an applicant tracking spreadsheet in your preferred format, fill in the following fields:

  • Job #: Enter the unique number for the position. 
  • Job Title: Enter the title of the open position. 
  • Applicant Number: Enter the unique number for the applicant. 
  • Application Reason: Enter the source of the applicant’s awareness of the job posting. 
  • Application Date: Enter the date on which the applicant submitted their application. 
  • Phone Screen Date: Enter the date of the phone screen interview. 
  • Ist Interview Date: Enter the date of the first interview. 
  • 2nd Interview Date: Enter the date of the second interview. 
  • Recruitment Status: Enter the status of the application. 
  • Hired Date: Enter the date on which the applicant was hired (if applicable). 
  • Rejection Reason: Enter the reason that the applicant was rejected (if applicable). 
  • Notes: Enter any additional notes pertaining to this candidate’s application.

Use Applicant Tracking Spreadsheets with Smartsheet for Human Resources

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