Manage Your Next Hiring Campaign Easily with This Downloadable, Applicant Tracking, Smart Excel Template
If you are in the process of recruiting for an open job/position, you can use this smart Excel template — loaded with macros and pivot tables — to track the status of the applicants (candidates) in a visible and organized manner. It will give you an up to date view of how many candidates are in the pipeline and where in the funnel applicants are dropping off. You can also easily view the top reasons why candidates were not hired, along with other key metrics like time to hire and cost of hire and most popular hiring source.
- Visualizes the recruitment funnel, let’s you track candidates at each stage of the hiring process
- Smart excel template that contains macros that automate and save time
- Simple Design and Easy Data Entry
- Identifies top sources of hire and top reasons for declining applicants
- Enables you to quickly spot bottlenecks in hiring process
- Includes a printable interview schedule for hiring managers and interviewer
- Review performance using key Recruitment Metrics in the Digital Dashboard
- Intelligent workflow
- A time-saving process that will help manager hiring data
- Printable dashboard with key recruiting metrics to optimize recruiting
- This is a more affordable alternative to expensive specialist hiring software
- All within Microsoft Excel.
As soon as you have downloaded StaffTRAK ATS, the smart excel template you can get started with your applicant tracking. Save a spare copy of the file, just in case you make a mistake in your working file. After the file is opened you will need to “Enable Editing” and “Enable Content” in order to make changes and allow totals to calculate.
There is a sheet titled, “instructions” which tells you how to use the document.
Entering Applicants (Submission Tab)
Before you enter applicants you’ll need to enter a job into the system and then associate applicants with this job using the job ID and job title.
To do this, go to the ‘submission’ tab. This is where you add new jobs and then add applicants to those jobs into your applicant tracking system.
Once you are in the ‘submission’ tab, go to the ‘job upload template’ section at the top and add a job by filling in the first row, starting from adding a job ID, then job title, right to the end where you add the cost/projected cost of hire. Then click the ‘Add Job’ button at the top to upload the job to the system. To add more jobs, just repeat the process. You can add more than one job at a time.
As soon as you have an applicant, go to the ‘submission’ tab and go down to the ‘recruit upload template’ section. You can add an applicant by filling in the fields from ‘job ID’, through ‘job title’ right through to ‘detail justifications for rejection, and then clicking ‘Add Recruit’. It’s unlikely you’ll be able to fill in all the details at the start and that’s OK. Just fill in what you can, which should be as a minimum: job id, job title, applicant name, applicant source and application date and application status. Then click ‘add recruit’. To add more applicants, just repeat the process. You can add more than one job at a time.
You have now added a job and applicant into your applicant tracking system.
Updating Applicant Data As They Move Through The Hiring Process (Applicant Tracker Tab)
As applicants move through each stage of the hiring process you can update the tracker to reflect this so you always know what’s going on in your hiring process.
Tracking the applicant’s progress
To update the applicant’s progress status, go to the ‘applicant tracker’ tab, and then select the ‘job ID’ for the job and then the information about that ‘job’ and the ‘applicant list’ will automatically appear.
Then update as required, for example, if you have a phone interview booked, locate your applicant and put in the date that this is set to occur, or if you have made an offer, put in the date this happened, and, if you hired them, put in the date this happened. You are now tracking the applicant’s progress. (This data will help to provide you with powerful analytics/reports to help you monitor and improve hiring)
If you reject a candidate, you can track this too, by choosing one of the rejections reasons from the drop down box.
Other things that can be updated in relation to the candidate here are the candidate source, and you can also right a detail reason for rejection. (It’s vital that you record a more detailed reason for rejection in order that you can provide more detailed feedback to candidates and that you can demonstrate you have a fair hiring process should you face a claim of unfair discrimination.)
Updating job status
You can also update job status in the ‘applicant tracker tab’, in the job selection tab. There are three things you can adjust: open/closed status of job, additional costs, number of positions needed.
This is a simple interviewee schedule. You simply choose the appropriate job ID and the time period and the corresponding list of scheduled interviewees will appear below it. You can put this into PDF format and email it your hiring managers and other attendees. To get this to PDF, stay on the Interview Form tab, and select, File and then Save As and the select PDF as the file type. It can automatically be emailed as a PDF by selecting File and then Share, and then send as PDF.
This is where you get the return on all the time you have invested tracking the hiring process. This section includes a range of automatically generated reports which show the health of your hiring process, which you can show to senior managers to help you negotiate for more budget/resources and which you can use to diagnose problems and improve the hiring process. Included reports are:
- Average cost per hire
- average applicants per hire
- currently open positions
- people hired this year
- most and least popular sources of hire
- most and least commons reason for rejection
If you want to remove old data from the system, follow the guidance in the instruction tab, relating to the hidden ‘job data’ and ‘recruit data’ tabs.
If you want to adjust your source of hire or reasons for rejection, go to the instructions relating to the hidden tab, ‘backend’.
Value for money:
- It would cost about £150 to have a VBA developer design this smart excel template for your business, making it very good value, saving you £140 from the outset.
- For small businesses with about up to about 30 employees, StaffTRAK ATS is the cost effective option, saving you £190 a year from the typical, cloud-based ATS software option.