Purpose
To maintain a centralized, real-time view of candidate progress through the hiring lifecycle (Application → Screening → Interviews → Offer → Handoff to HR).
This reduces miscommunication, prevents delays, and enables reporting on hiring metrics (time-to-fill, cost-per-hire, conversion rates).
Suggested Columns
| Column | Description | Owner | Notes |
| Candidate Name | Full name of applicant. | TA | — |
| Role Applied For | Title/department (e.g., Backend Developer, QA Engineer). | TA | Must match JD Template (Stage 3). |
| Source | Referral, Job Portal, LinkedIn, Campus, Agency, etc. | TA | Helps track source effectiveness. |
| Application Date | Date profile was received. | TA | Auto-calculated metrics possible. |
| Screening Status | Pass/Fail + notes from HR screening. | HR/TA | Linked to screening rubric. |
| Interview Stage | Current stage (Technical 1, Technical 2, Managerial, HR). | HR | Drop-down values for consistency. |
| Panel Assigned | Names of interviewers. | HR | Must align with Interview Panel Setup SOP. |
| Feedback Status | Pending / Submitted / Consolidated. | HR | Feedback Form (Stage 3 Template). |
| Decision | Hire / No Hire / Keep in Pool. | Hiring Manager | Must be rubric-backed. |
| Offer Status | Drafted / Approved / Sent / Accepted / Declined. | HR | Linked to Offer Approval & Negotiation SOP. |
| Joining Date | Confirmed joining date (if hired). | HR Ops | Must sync with TA→HR Handoff SOP. |
| Remarks / Notes | Special considerations (notice period, relocation, counter-offer). | TA + HR | Free-text for context. |
Pipeline View (Optional for ATS/Sheets Kanban Style)
- Application Received
- Screening
- Technical Round(s)
- Managerial Round
- HR/Final Round
- Offer Approval
- Offer Sent
- Accepted / Declined
- HR Handoff
Usage Guidelines
- Tracker must be updated daily by TA/HR.
- Department Heads should have read-only visibility for transparency.
- Tracker should be integrated with metrics reporting (time-to-fill, source effectiveness, offer acceptance rate).
- Closed cases (No Hire, Declined) should be archived quarterly.
| Candidate Name | Role Applied For | Source | Application Date | Screening Status | Interview Stage | Panel Assigned | Feedback Status | Decision | Offer Status | Joining Date | Remarks / Notes |
| Priya Sharma | Backend Developer | Referral | 02-Aug-2025 | Pass | Technical Round 1 | Arjun (Dev), Meera (QA) | Pending | — | — | — | Referral by current employee (eligible for bonus). |
| Rohit Verma | UI/UX Designer | 05-Aug-2025 | Pass | Managerial Round | Anita (Design Lead) | Submitted | Hire | Drafted | 01-Sep-2025 | Candidate asked for WFH flexibility – flagged for negotiation. | |
| Sarah Khan | QA Engineer | Job Portal | 10-Aug-2025 | Fail | — | — | — | No Hire | — | — | Did not meet basic automation testing requirements. |
| Daniel Lee | Project Manager | Agency | 15-Aug-2025 | Pass | HR/Final Round | Rakesh (PM Head), HR | Submitted | Hire | Approved | 15-Sep-2025 | Senior hire – requires CHRO approval for compensation. |
| Anjali Gupta | Frontend Developer | Campus Drive | 18-Aug-2025 | Pass | Technical Round 2 | Vivek (Dev), Shalini (Design) | Submitted | Keep in Pool | — | — | Strong but not immediate fit; keep for next quarter roles. |
| Mark Thomas | Fullstack Developer | 20-Aug-2025 | Pass | Offer Approval | Panel: Completed | Consolidated | Hire | Sent | 10-Sep-2025 | Candidate negotiating relocation support. |