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Free Applicant Tracking Templates (Excel, SpreadSheet)

HR Tech

4 minutes

January 29, 2026

Written by Hirex

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The hiring process can be complex and time-consuming. Tracking applicants, organizing interview schedules, and keeping all candidate information in one place can sometimes be challenging, especially if you’re not using Hirex ATS 😏

Fortunately, with free Job Applicant Tracking Templates, you can manage this process much more easily.

A good HR hiring template should be user-friendly, adaptable, and precise. It helps categorize applicants, enables easy communication within the hiring team, and automates repetitive tasks, all within a structured recruiting tracker template.

• Provide customizable fields for each job posting, department, or other criteria

• Give users a clear overview of every stage in the hiring process

Why Use an Applicant Tracking Spreadsheet?

Managing the hiring process can quickly become overwhelming. From reviewing resumes and processing applications to scheduling interviews and coordinating trial shifts, keeping track of all your candidates and knowing exactly where they are in the recruitment process can feel like a full-time job on its own.

That is why we created this applicant tracking spreadsheet to provide managers and business owners with a single source of truth for all candidate information while making the screening and recruitment process as smooth as possible for both you and your applicants.

Using an applicant tracking spreadsheet comes with a range of additional benefits

1. A Smoother Application Process

As a manager or business owner, you rarely have large blocks of time to dedicate to recruitment. This spreadsheet makes it easy to pause and resume your workflow exactly where you left off, so you can manage applications efficiently even in small time increments during your busy day

2. Easy Collaboration

If recruitment responsibilities are shared among multiple managers or if you have delegated part of the process to a team member, this template simplifies collaboration. Everyone can stay updated on candidates’ progress, track who is responsible for each step, and ensure nothing falls through the cracks

3. Create a Better First Impression

The way you manage applications and interviews shapes candidates’ first impressions of your business. Staying organized from the beginning ensures that applicants experience a professional and well-structured hiring process, leaving a positive impression that sets the tone for your future working relationship

Whether you are hiring for a single role or building an entire team, this easy-to-use applicant tracking spreadsheet is a practical tool that will save you time, reduce stress, and help you stay organized throughout your recruitment process

1. Job Applicant Tracking Template

This template allows you to track applicants from their application date through all interview stages. It’s especially useful for small and medium-sized businesses or HR teams.

For companies with more complex and intensive hiring processes, this template alone might not be sufficient. You can view all candidate information, contact details, and progress through the hiring process in a single table.

Note before using:

To edit this template, you need to create your own copy! ‼️

Steps:

1. Click File in the top menu.

2. From the dropdown menu, select Make a Copy…

3. The copied file will belong to you. You can now edit the document freely. 🫰

With this Job Applicant Tracking Template, you can keep all candidate information organized in one place.

The most important fields include:

- Applicant Name: Full name of the candidate

- Applicant Email Address: Email contact for the candidate

- Applicant Phone: Phone number of the applicant

- Position / Title: The job title the candidate applied for

- Applicant / Status: Current status of the application (e.g., applied, phone interview, on-site interview, offered, hired, rejected)

- Interview / Type: Type of interview conducted (phone, virtual, on-site)

- Date of Interview: Date when the interview took place

- Interviewed By: Name of the interviewer(s)

- Interview / Notes: Additional notes from the interview

2. Recruiter Hiring Template

The Recruiter Hiring Template is especially suitable for HR professionals who want to track candidates for multiple positions.

It allows you to filter by position, update statuses, and add notes making your hiring process more efficient.

Bonus: Try Hirex for Free!

If you’re looking for a more advanced applicant tracking solution, Hirex is an excellent option!

Welcome to our applicant tracking system online platform! Our system is designed to streamline the hiring process by allowing you to easily manage and track job applications.

Here are just a few examples of how our application tracking system examples can benefit your business 💜:

1. Easily organize and manage job applications in one place
2. Quickly filter through resumes to find the best candidates
3. Automate communication with applicants
4. Monitor the progress of each applicant through the hiring process
5. Schedule and manage interviews
6. Automate your hiring process

Our AI-powered ats helps you evaluate candidates more accurately and speeds up your entire hiring workflow.

Want to see our system in action? Try it!

Now, all that’s left is to onboard those new hires. :)