Job Application Tracker Template in Excel, OpenOffice Calc & Google Sheets to easily and efficiently manage your recruitment process.
Job Application Tracker helps you to properly store, scrutinize, and track job applications during the recruitment process. It helps you to supervise everything from the receipt of applications to the joining of candidates.
Moreover, it also provides an overview of the recruitment process as well as recruitment sources. It represents the data in a graphical format to easily understand the efficiency of the recruitment process.
Table of Contents
Download Job Application Tracker Template (Excel, OpenOffice Calc & Google Sheets)
We have created a simple and easy Job Application Tracker Template with predefined formulas and functions to track the progress of recruitment at multiple stages.
Download by clicking below on the desired format:
Additionally, you can also download other HR templates like Payroll Template With Attendance, Timesheet Template, Paycheck Calculator, Overtime Calculator, Simple Salary Sheet, and Salary Certificate Template depending on the company requirement.
How To Use Job Application Tracker Template?
This template consists of 2 sheets. One is the Job Application Tracker and the other is the Job Application Tracker Dashboard.
Job Application Tracker
This sheet consists of 3 sections: Job Details, Applicant Details, and Interview Summary.
Job Details Section
Job Details Section consists of the following heads:
Serial Number
Job Role
Job Location
Source
Job Type
Req. Experience
The serial number column is auto-populated. Insert the job post and its location for which the recruitment is under process. Select the source from the dropdown list. The sources include LinkedIn, Indeed, Direct, or recruitment agencies.
Select the type of recruitment from the dropdown list. Choose any one out of 3, full-time, part-time, or remote. Every post requires a minimum level of experience. Thus, insert the minimum years of experience required.
Applicant Details
The Applicant Details section consists of the following heads:
Applicant
Contact
Current Employer
Relevant Experience
Insert the name of the applicant, contact number, and email address. In addition to that, insert the name of the current employer where he/she is still working. Enter the years of experience the applicant has for the job post.
This helps in easy scrutinizing of applications based on minimum years of experience.
In any job, experience is of utmost importance. In case the company recruits a fresher, unnecessary expense of training the employees which can be an additional cost for the company.
Interview Summary
This section consists of the following columns:
Phone Interview
Status
1st Interview
1st Interview Status
2nd Interview
2nd Interview Status
Final Interview
Final Interview Status
Date Of Joining
CTC
An interview process starts with a phone interview. If the candidate passes this stage it further goes to a physical interview.
Select Yes or No from the dropdown list. If the interviewer can talk to them then select “Yes” and if not then “No”.
Select the status of the phone interview from the dropdown list: Rejected, Satisfactory, or On-Hold. If the applicant clears this stage, he moves ahead to a physical interview.
Interview rounds depend on the company. Some recruiters finalize the candidate in the first interview and some conduct multiple interview rounds.
Select the status of this interview. If the candidate clears the interview select “Cleared” otherwise “Rejected”. If you find the candidate appropriate then you can also select “On-Hold”.
Later on, you can discuss with management about the candidate for further review. If you have only one interview round, directly skip to the final interview.
In the final interview status, select the status of the applicant from the dropdown list. You can choose either “Hired” or “Rejected”.
Once you have hired the applicant, insert the tentative date of joining and finalized salary (CTC) of the applicant.
That’s it.
Multiple Reports
In addition to the above, with the help of the table feature, you can generate, channel-wise, post-wise, and date-wise reports. Just click on the filter button at the end of the cell and you can select the criteria for the report.
Job Application Tracker Dashboard
This section is auto-populated based on the data in the Job Application Tracker sheet. Thus, there is no need to insert any data in this sheet.
Moreover, it provides a summary of applications received, rejected, and discarded. Additionally, it also provides applications received from each source and represents them in graphical format.
This enables us t understand which channel of job posting works better and provides better candidates.
Stages of Recruitment
The hiring process is different in different companies. Generally, there are 6 stages of recruitment. It starts with posting the job role on online portals or newspapers. Then comes receiving applications, scrutinizing applications, interviewing, finalizing, and lastly, onboarding candidates.
Let us understand each of them in brief.
Job Posting Traditional
Traditional job posting means to post jobs in traditional media like newspapers, classified, etc. This method is used when the job vacancy is local. Newspapers are often read by people and that can help them to know about the opening in their area.
Another means of traditional job postings are to stick printables at cafes, restaurants, streets, etc. This helps the people to easily know about the opening. Even though these are traditional methods, they are still effective, especially in small towns.
Job Posting Online
Nowadays, we have many free job portals available like LinkedIn, Indeed, Monster, Career Builder, etc. These job portals can help us find candidates for your vacancy.
All you need to do is make an employer account and then post your job. Some portals also charge fees for getting better candidates. Currently, LinkedIn and Indeed are pretty famous and effective in finding the right candidate.
Receiving Applications
After job postings, the second step is the receipt of applications. Applications come in from a variety of places, including recruiting agencies, direct applications, internal personnel, and so on.
To get proper candidates for the job post, it is necessary to mention the minimum criteria. For example, minimum experience. If you initially define such criteria the initial segregation of applications becomes easier.
Scrutinizing Applications
After this, the actual scrutinization begins. In this process, each application is separately viewed to find the best out of them. Best in terms of ethics, experience, education, skill set, etc.
Usually, the number of applications is higher and the recruiter or the employer needs to do multiple rounds of scrutinization. Narrowing down criteria helps in choosing a proper candidate for the job post.
Interviewing Candidates
Moving ahead, comes the interviewing process. Usually, when the job profile is generic, there is only one round of interviews and the decision is made about the candidate.
On the contrary, corporations and other bigger organizations undertake many interviews to narrow down their applicants. This helps to weed out unwanted applications. throughout this procedure.
Moreover, additional interviews are conducted to check the skillsets and technical knowledge of the applicants. It helps the interviewer to see the practical abilities of the candidates.
Finalizing Candidates
All these interviews lead to the final selection of the candidate and giving them the offer letter. The candidate has the option to accept or reject the offer. Thus, an offer letter must be according to the compensations prevailing in the market.
When it comes to attracting top candidacy, a firm sometimes may need to pay more. This also aids in attracting staff of our competitors who bring clientele with them.
Onboarding Candidates
The onboarding procedure begins as soon as the candidate accepts the offer. Some candidates might join right away. Sometimes, it might delay because they need to give notice to their previous employer. Usually, the notice period is 1-2 months. In case of relocation from another city, the candidate might need some more time.
The job is not considered occupied unless the candidate joins the company. Generally, recruiters choose candidates that can join immediately because it reduces the time to fill the position.
Tips To Efficiently Manage Job Applications
- An applicant tracking system is the most critical component of a successful recruitment strategy. It allows recruiters to follow prospects throughout the entire recruiting process. This further helps to automate conversations so that top candidates don’t get lost in the shuffle.
- Define your job description properly. It must be detailed and must have profound criteria that help the applicant to better understand your needs.
- Properly choose the recruitment channel. Look for places that have the highest number of employees for the job post.
- Initially look for inside hires. If necessary establish a referral program for your existing employees. This will save a lot of money and time.
- Channelize the interview process properly.
Important KPI Metrics For Recruitment Process
Recruitment metrics are key performance indicators that help to analyze the performance of a hiring process. It also aids in the optimization of the hiring process to maximize the return on investment.
In simple terms, Recruitment Metrics are the metrics that help to understand the effectiveness and efficiency of the recruitment process. These indicators are an important part of data-driven hiring and recruiting analytics.
Formula To Calculate Job Vacancy Rate
Job Vacancy Rate is the percentage of vacant posts against the approved posts for a specific period. The formula to calculate the job vacancy rate is as follows:
Job Vacancies/(Occupied posts + Job vacancies) X 100
Formula To Calculate Offer Acceptance Rate
The Offer Acceptance Rate measures the attractiveness of the job post to applicants. The formula to calculate the Offer Acceptance rate is as follows:
Offers accepted / Total Job Offers issued
Formula To Calculate Offer Decline Rate
The Offer Decline rate is the opposite of the acceptance rate. In simple terms, it measures the percentage of declined offers against total offers issued.
Offers Declined / Total Job Offers issued
Formula To Calculate Post Occupancy Rate
Post-occupancy is the number of occupied posts against the total strength of the company. The formula to calculate the Post Occupancy rate is as follows:
Occupied Post/(Occupied posts + Job vacancies) X 100
Formula To Calculate Time To Hire
The Time to Hire means the days it takes from the date of the job opening started until the employee is hired but has not joined the company. The formula to calculate the Time to Hire is as follows:
Date of Contract Signing – Date of a job opening
Formula To Calculate Time To Fill
The Time to Fill means the days it takes from the date of the job opening started until the employee joins. The formula to calculate the Time to Fill is as follows:
Date of Joining – Date of a job opening
How These KPI Metrics Make Recruitment Efficient?
- It provides information on how, when, and what happens during the hiring process.
- These indicators aid in choosing the best possible hiring process.
- Furthermore, Return on Investment can be maximized.
- They aid in identifying the efficiency or inability of hiring agencies.
- Moreover, it also can help make important decisions about the company policies which include compensation, benefits, or work culture.
- Additionally, it aids to identify the efficient channel among the job portals that would help in finding the perfect applicant for the job.
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