Applicant tracker
Human Resources, Local Business, Startup

It’s no secret that hiring is hard. Whether you’re a small, local business, or a large enterprise, the hiring process is lengthy, time consuming, and difficult to get a good handle on. After all, there are usually many applicants, applying to different roles, all with various backgrounds.

Fortunately, this Applicant Tracker template is built to help you handle everything from candidates, to job descriptions, interview dates, positions, and so much more. With this streamlined hiring tool, you’ll be able to hire the right candidates with minimal effort in no time so you can get back to building, creating, and growing your company.

As companies expand, they’re faced with the challenge of hiring and keeping the right talent. Many companies turn to technology to help with the process, but these systems can be costly to implement and time-consuming to use. This template focuses on the three main components of the hiring process: Applicants, positions, and interviewers.

Here are a few template features and highlights, by table:

Applicants

The crux of the hiring process lies in the applicants and what they bring to the table in terms of skills, experiences, diversity, and culture fit. This Applicants table contains everything you need throughout the hiring process, from the initial application, to interviewing, all the way through to the final decision.

Fields

  • Name. The applicant’s full name.
  • CV. The curriculum vitae, or résumé of the applicant. This file field can import a resume using a native upload, or from a URL. Both image and PDF formats work!
  • Stage. This field denotes where the applicant is in terms of the hiring process. They may have been hired, passed on, in consideration, or perhaps still need to schedule an intro call/interview.
  • Applying For. The position that the candidate is applying for. This is a linked field to the Positions table, which connects the applicant to the position.
  • Email Address. The applicant’s email address.
  • Phone Number. The applicant’s phone number.
  • Phone Call Interviewer. This is the person that will be interviewing the applicant. This is a linked field to the Interviewers table, which connects the applicant to the person responsible for conducting the interview.
  • Phone Call Date. Complete with both time and date, this field denotes when the phone call interview is scheduled to take place.
  • Phone Call Score. This is where you can rank how well the call went.
  • Phone Call Notes. A place to recap thoughts, anecdotes, and other notes related to the phone call interview.
  • On-site Interview Date. Once the applicant has passed the phone call interview screening process, the natural next step is to bring them on for an on-site interview. Of course, in a remote-first world, this may not ever be the case. Feel free to change this to the name of the next round/interview in your interviewing process!
  • On-site Interviewer. The person responsible for hosting/running the one-site interview.
  • On-site Interview Score. Similar to the Phone Call Score, this field is for determining if the applicant will get continue the interview process or not.
  • On-site Interview Notes. Also similar to the Phone Call Notes field, this is a place where you can write notes about the interview/interviewee.
  • References. This field links to the References table, indicating which references were cited on the application.

Views

  • All Applicants. Displays all applicants in alphabetical order, regardless of the interview stage that they’re in.
  • Participating Applicants. Displays any applicant who has not been eliminated from the running. In other words, anyone who does not have a Rejected tag on the Stage field.
  • Requires Meeting. Displays applicants who still need to schedule/be scheduled an interview.

Positions

This Positions table contains all the positions that you/your company are hiring for. Rather than having different tables for various positions and/or departments, you can place all positions on this table and categorize them as needed through various views. This way, it’s easily visible which positions are filled/not filled in every single department at the click of a button.

Fields

  • Title. The title of the job position.
  • Department. The department that the job position is in.
  • Filled. A checkbox field to determine if the position has been filled or not.
  • Description. This long text field allows you to write the entire job description so you can keep it on hand quickly in case of any updates.
  • Applying for Position. This is a linked fields to the Applicants table, which connects those candidates to the positions that they applied for.

Views

  • All Positions. Displays all positions, sorted by unfilled roles first.
  • Open Positions. Displays only positions that have not been filled yet, regardless of department or role.
  • Development. Displays all positions in the development department, regardless of whether the role has been filled or not.
  • Support. Displays all positions in the support department, regardless of whether the role has been filled or not.
  • Product. Displays all positions in the product department, regardless of whether the role has been filled or not.
  • Marketing. Displays all positions in the marketing department, regardless of whether the role has been filled or not.
  • Sales. Displays all positions in the sales department, regardless of whether the role has been filled or not.
  • UI/UX. Displays all positions in the UI/UX department, regardless of whether the role has been filled or not.

Please note that department-specific views are hiding the Department field in each view. This is to help reduce view redundancy, but of course can be un-hidden at any time.

Interviewers

Interviews are conducted by various different members of the team. This table allows you to keep track of leadership and other company staff who interviewed specific applicants. This table can be used for both phone/intro call applicants as well as on-site applicants.

Fields

  • Name. The interviewer’s full name.
  • Role. The interviewer’s role/job title.
  • Phone Call Applicants. This is a linked field to the Applicants table, which denotes all the applicants that the interviewer was responsible for managing and/or interviewing over the phone.
  • On-site Applicants. This is a linked field to the Applicants table, which denotes all the applicants that the interviewer was responsible for managing and/or interviewing in person/on-site.

References

References are important when it comes to potential applicants. The way others describe the applicant and the applicant’s work ethic can be very telling about whether the applicant is a hard worker and if they fit in the company culture. References are helpful when it comes to making hiring decisions, and they are commonly taken into consideration. This table tracks the different references the applicants used.

Fields

  • Name. The name of the reference.
  • Relationship. The nature of the relationship between the applicant and the reference.
  • Applicant. This field links to the Applicants table, identifying the specific applicant using the reference.
  • Phone number. The phone number for this reference.
  • Email. The reference’s email.
  • Contacted. This is a boolean field. Checkmark it if the reference has been contacted or not.

Views

  • All references. Displays all references sorted in alphabetical order.
  • To be contacted. Displays all contacts that have not yet been contacted sorted in alphabetical order.
  • Contacted. Displays all contacts that have been contacted. They are sorted in alphabetical order.
  • Professional relationships. Displays all contacts that have a professional relationship with the applicant. This means they are either coworkers or previous managers in relation to the applicant. The references are sorted in alphabetical order.