Free register template · Word

Recruitment Tracker

A recruitment tracker is the day-to-day register of every open position and every candidate moving through it. It shows position ageing, candidates by stage, source, interview dates and next actions, so recruiters and hiring managers see the same live picture of the hiring pipeline.

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[Company Logo][Company Name]

RECRUITMENT TRACKER

Company:: [Company Name]
Updated On:: [DD/MM/YYYY]
Recruiter:: [HR Name]

1. Open Position Register

Req. No.	Designation	Department	Openings	Hiring Manager	Approved On	Ageing (days)	Status
[Requisition Number]	[Designation]	[Department]	[Number]	[Reporting Manager]	[DD/MM/YYYY]	[Days]	[Open / On hold / Closed]
[Requisition Number]	[Designation]	[Department]	[Number]	[Reporting Manager]	[DD/MM/YYYY]	[Days]	[Status]
[Requisition Number]	[Designation]	[Department]	[Number]	[Reporting Manager]	[DD/MM/YYYY]	[Days]	[Status]

2. Candidate Pipeline

Req. No.	Candidate Name	Mobile	Source	Stage	Interview Date	Interviewer	Status	Next Action / Owner
[Requisition Number]	[Candidate Name]	[Mobile]	[Portal / Referral / Agency]	[Screened]	[DD/MM/YYYY]	[Interviewer Name]	[Cleared / Rejected / Pending]	[Action / Owner]
[Requisition Number]	[Candidate Name]	[Mobile]	[Source]	[Interview]	[DD/MM/YYYY]	[Interviewer Name]	[Status]	[Action / Owner]
[Requisition Number]	[Candidate Name]	[Mobile]	[Source]	[Offer]	[DD/MM/YYYY]	[Interviewer Name]	[Status]	[Action / Owner]
[Requisition Number]	[Candidate Name]	[Mobile]	[Source]	[Sourced]	-	-	[Status]	[Action / Owner]

3. Funnel Summary by Position

Designation	Sourced	Screened	Interviewed	Offered	Joined
[Designation]	[Number]	[Number]	[Number]	[Number]	[Number]
[Designation]	[Number]	[Number]	[Number]	[Number]	[Number]
[Designation]	[Number]	[Number]	[Number]	[Number]	[Number]

Stage definitions: Sourced – profile received; Screened – cleared HR screening; Interviewed – at least one panel round done; Offered – offer released; Joined – reported on date of joining.

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What this template includes

Position register with requisition date and ageing
Candidate pipeline with stage and status
Source of each candidate for channel analysis
Interview dates and interviewer
Next action and owner
Stage-wise funnel counts

When to use it

Daily tracking of candidates across multiple open roles
Weekly hiring reviews with department heads
Managing agency submissions and avoiding duplicate profiles
Small companies without an applicant tracking system

How to customise this template

1Build it in Excel or Google Sheets with dropdowns for stage and status
2Add agency name and submission date columns
3Use conditional formatting for positions older than 30 or 60 days
4Add a filter view per hiring manager

HR tips

Update the tracker daily; a stale tracker is worse than none
Use fixed stage names (Sourced, Screened, Interview, Offer, Joined) across all roles
Record source accurately; if job portals like BetterJobs are bringing better hires, you will see it in the data
Check duplicates by mobile number before adding candidates

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

What columns should a recruitment tracker have?+

Position, requisition date, candidate name, source, stage, interview date, interviewer, status, next action and owner are the essentials.

What is position ageing?+

It is the number of days since the requisition was approved, used to flag roles that are taking too long to fill.

Is a recruitment tracker the same as recruitment MIS?+

No. The tracker is the detailed working record. The MIS report summarises the tracker into metrics for management.

All 50 recruitment & hiring →

[Company Logo][Company Name]
RECRUITMENT REQUISITION FORM
Requisition No.:
[Reference Number]
Linked MRF No.:
[MRF Number]
Date:
[Date]
1. Role Summary
Designation
Department
Number of Openings
Work Location
Reporting Manager
Approved CTC Range (₹ per annum)
Notice Period Acceptable (max days)
2. Skills Brief
Must-Have Skills Good-to-Have Skills Deal-Breakers
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
3. Sourcing Plan
Form · Word
Recruitment Requisition Form
Download .docx
Form · Word
Recruitment Approval Form
Download .docx

Designation
Department
Number of Openings
Work Location
Reporting Manager
Approved CTC Range (₹ per annum)
Notice Period Acceptable (max days)

Must-Have Skills	Good-to-Have Skills	Deal-Breakers
[Skill]	[Skill]	[Condition]
[Skill]	[Skill]	[Condition]
[Skill]	[Skill]	[Condition]

Designation
Department
Grade
Number of Positions
Work Location
Type: New / Replacement

Approved Headcount	Current Headcount	Open Positions	Headcount After This Hire
[Number]	[Number]	[Number]	[Number]

[Company Logo][Company Name]

CANDIDATE JOINING TRACKER

Company:: [Company Name]
Month:: [Month YYYY]
Owner:: [HR Name]

1. Offer and Notice Status

Candidate Name	Designation	Offer Date	Accepted On	Resignation Submitted	Notice Period (days)	Expected DOJ
[Candidate Name]	[Designation]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Yes / No]	[Days]	[DD/MM/YYYY]
[Candidate Name]	[Designation]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Yes / No]	[Days]	[DD/MM/YYYY]
[Candidate Name]	[Designation]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Yes / No]	[Days]	[DD/MM/YYYY]
[Candidate Name]	[Designation]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Yes / No]	[Days]	[DD/MM/YYYY]

2. Pre-joining Readiness

Candidate Name	BGV Status	Documents Received	Laptop / Assets	Email ID Created	Induction Batch
[Candidate Name]	[Initiated / Clear / Pending]	[Yes / Partial]	[Ready / Pending]	[Yes / No]	[Batch]
[Candidate Name]	[Status]	[Status]	[Status]	[Yes / No]	[Batch]
[Candidate Name]	[Status]	[Status]	[Status]	[Yes / No]	[Batch]

3. Engagement and Risk

Candidate Joining Tracker

Download .docx

[Company Logo][Company Name]
RECRUITMENT MIS REPORT
Company:
[Company Name]
Reporting Period:
[Month YYYY]
Prepared By:
[HR Name]
Date:
[Date]
1. Executive Summary
1. [Number] positions closed against [Number] planned.
2. Average time to fill: [Days] days.
3. Offer-to-join ratio: [%].
4. Key risk: [Risk].
2. Position Movement
Opening Positions New Requisitions Closed (Joined) Cancelled / On Hold Closing Positions
[Number] [Number] [Number] [Number] [Number]
3. Department-wise Status
Report · Word
Recruitment MIS Report
Download .docx
[Company Logo][Company Name]
RECRUITMENT DASHBOARD
Company:
[Company Name]
Week Ending:
[DD/MM/YYYY]
Owner:
[HR Name]
1. Headline KPIs
Open Positions Offers Released (week) Joiners (month to date) Avg. Time to Fill (days) Offer-to-Join %
[Number] [Number] [Number] [Days] [%]
2. Hiring Funnel (last 30 days)
Stage Count Conversion to Next Stage (%)
Sourced [Number] [%]
Screened [Number] [%]
Interviewed [Number] [%]
Offered [Number] [%]
Joined [Number] -
3. Ageing of Open Positions
Template · Word
Recruitment Dashboard Format
Download .docx
[Company Logo][Company Name]
MANPOWER REQUISITION FORM
MRF No.:
[Reference Number]
Date of Request:
[Date]
Company:
[Company Name]
A. Requesting Department
Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location
B. Position Details
Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining
C. Reason for Requirement
Form · Word
Manpower Requisition Form
Download .docx
Form · Word
New Position Request Form
Download .docx
[Company Logo][Company Name]
REPLACEMENT HIRING REQUEST
Request No.:
[Reference Number]
Date:
[Date]
Department:
[Department]
Part A – Exiting Employee Details
Employee Name
Employee ID
Designation
Grade
Last Drawn CTC (₹ per annum)
Date of Resignation / Separation
Last Working Day
Work Location
Part B – Reason for Vacancy
- Resignation
- Termination
- Retirement
- Internal transfer / promotion
- End of fixed-term contract
- Other: [Specify]
Part C – Replacement Requirement
Form · Word
Replacement Hiring Request
Download .docx

Proposed Designation
Department / Function
Proposed Grade / Level
Reports To (Designation)
Direct Reports (if any)
Work Location
Number of Positions