01
Give every open candidate a next step
An empty next-step cell is a candidate waiting for a reply. Sort by next step due each morning and clear anything overdue.
Free hiring template
Recruitment tracker template
A recruitment tracker is one list of every applicant for a role: the stage they have reached, the next step and who owns it, and how their application ended. This free Excel template adds stage drop-downs, days in process and a delete-by date for each candidate. Download it, or copy the columns into Google Sheets.
What the tracker covers
One row per candidate per role. In the Excel file, the grey columns fill in automatically.
| Columns | What to record |
|---|---|
| Candidate ref and name | A reference you can use in notes and emails. |
| Role and source | Which vacancy, and where they found it. |
| Date applied | Starts the clock for days in process. |
| Stage | The furthest step reached, from Applied to Hired. |
| Outcome | Rejected or Withdrawn, if the application ended early. |
| Must-haves met | Essential criteria the CV shows evidence for, such as 3 of 4. |
| Next step, owner and due date | Who does what next, and by when. |
| Date closed and reason | When the candidate left the process, and why, linked to the criteria. |
| Days in process and delete-by date | Filled in automatically from the dates you enter. |
| Notes | Anything else the team needs, kept factual. |
Stages and outcomes in the drop-downs
Stage is the furthest step a candidate has reached. When an application ends early, leave the stage where it was and set an outcome, so you can still see how far each candidate got. Rename the stages on the Lists sheet to match your own process, and the drop-down changes with them.
| Stage | When to move a candidate here |
|---|---|
| Applied | The application has arrived and nobody has read it yet. |
| CV screened | Someone has checked the CV against the must-haves and recorded how many it meets. |
| Phone screen | A short call to check the essentials before interview. |
| Interview | First interview booked or held. |
| Final interview | Final interview booked or held. |
| Offer made | Offer sent; right to work is checked at this point. |
| Hired | Offer accepted. Enter the date closed. |
| Outcome | When to set it |
|---|---|
| Rejected | You decided not to continue. Enter the date closed and a reason linked to the criteria. |
| Withdrawn | The candidate left the process. Enter the date closed. |
Completed example
Part of a tracker for two fictional roles. Must-haves come from each role's person specification, and the closed row already has its delete-by date.
| Ref | Role | Stage (outcome) | Must-haves met | Next step | Due |
|---|---|---|---|---|---|
| OC-014 | Operations Coordinator | Interview | 4 of 4 | Panel interview (Priya) | 06/11/2026 |
| OC-015 | Operations Coordinator | CV screened | 3 of 4 | Phone screen to check rota experience (Sam) | 04/11/2026 |
| OC-016 | Operations Coordinator | CV screened (Rejected) | 1 of 4 | Rejection email sent; delete by 03/05/2027 | Closed 03/11/2026 |
| AA-003 | Accounts Assistant | Offer made | 4 of 4 | Right to work check and references (Sam) | 10/11/2026 |
Good practice
Keeping a recruitment tracker that works
A tracker only helps if it is current. These habits keep it accurate and keep candidates' data safe. When you close a row, the rejection letter templates help you tell the candidate.
02
Count must-haves from the person specification
Record how many essential criteria the CV evidences, not a gut score. Then candidates in the same role are compared on the same terms.
03
Write the reason when you close a row
Link the reason to the criteria, such as 'no evidence of payroll experience'. It makes feedback quick and decisions easier to explain.
04
Check right to work at offer, not from the CV
Right to work is checked for the person you plan to hire, before they start. Screening it from CVs risks treating applicants unfairly.
05
Keep it where only the hiring team can open it
The tracker holds personal data. Store it in a shared drive with access limited to the people hiring, not as an email attachment.
06
Delete rows when the date passes
Rejected and withdrawn candidates get a delete-by date six months after their row is closed. Change it to match your privacy notice. A hired candidate's record moves to their personnel file instead.
When a spreadsheet stops working
A spreadsheet is fine for one or two roles and one person hiring. It gets harder when several people edit the same file, CVs sit in an inbox instead of next to the row, and nobody is sure whether a candidate has had a reply.
At that point an applicant tracking system does this job for you. Our guide to free applicant tracking systems in the UK compares the free plans and what each one limits.
More free hiring templates
Person specification template
Set essential and desirable criteria, and how each one is assessed, before the vacancy goes live.
CV screening rubric template
Copy or print a recruiter intake and screening rubric for must-haves, evidence rules, red flags, and human review.
Competency-based interview questions
Competency and strengths-based questions with probes and anchored scoring guidance.
Interview scoring sheet
A weighted interview scorecard with a 1 to 4 rating scale and space for evidence.
Interview feedback form
An interview evaluation form in Word for evidence-based feedback and a clear recommendation.
Rejection letter templates
Respectful rejection letters for after an interview or CV screening, with a data retention line.
Related guides
Free applicant tracking systems in the UK
What the free plans include when a spreadsheet is no longer enough.
Recruitment process steps (UK)
Nine steps from vacancy to start date, with the legal check at each stage.
How to shortlist candidates
A worked weighted grid for comparing CVs against the same criteria.
Marxel features
Job listings, applications, job stages and CV screening in one workspace.
Track every applicant without the spreadsheet
Marxel is an applicant tracking system with CV screening built in. Applications arrive from your job listings, move through your job stages, and each CV shows a Best match with the must-haves met and the CV evidence behind it.
Frequently asked questions
What is a recruitment tracker?
A recruitment tracker is a single list of every applicant for a role, showing which stage each person has reached, what happens next, who owns it and how the application ended. Small teams usually keep it in a spreadsheet before they move to an applicant tracking system.
How do I track job applicants in Excel or Google Sheets?
Use one row per candidate per role and fixed columns for the date applied, stage, next step, owner and outcome. A drop-down list for the stage keeps the values consistent so you can filter and count them. Download the Excel template above, or copy the column headings and paste them into the first cell of a Google Sheet.
Does this template work in Google Sheets?
Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets. The stage, outcome and source drop-downs, filters and date formulas carry over.
How long can I keep applicant data in a spreadsheet?
Only as long as your privacy notice says. Many UK employers keep unsuccessful candidates' records for around six months so they can answer questions or claims, which is why the template sets a delete-by date six months after a rejected or withdrawn candidate's row is closed. Change it if your policy says otherwise.
When should I move from a spreadsheet to an applicant tracking system?
Usually when several people need to update the same tracker, when you run more than a few roles at once, or when you start losing track of who has had a reply. An applicant tracking system keeps CVs, notes, emails and stages together, so the tracker updates itself.