Applicant Tracking Spreadsheet Template

Overview

This Applicant Tracking template centralizes your entire hiring process, allowing you to manage vacanices and candidates without the chaos of scattered files. It functions as a single source of truth where every interaction is logged, ensuring that no great candidate falls through the cracks.

The system is built on connected tables for Users, Jobs, Candidates, Applications, and Interviews. Instead of isolated rows, each application automatically links the candidate to the specific job opening and tracks their progress through stages like "Screening" or "Offer Sent." Interview feedback and scores are recorded directly against the application record, giving hiring managers a complete history in one view.

Powerful AI features eliminate repetitive manual work in this workflow. The database automatically generates job descriptions, enriches candidate profiles via LinkedIn web searches, performs fit analysis between skills and requirements, and even drafts rejection emails ready for review.

Why choose a Applicant Tracking Database over spreadsheets

While an applicant tracking spreadsheet might suffice for a single role, it quickly breaks down as your team and pipeline grow.

The power of Softr Databases

Spreadsheets struggle with the complex relationships inherent in hiring—linking multiple candidates to one job or multiple interviewers to one application usually requires fragile VLOOKUPs that break easily. Softr Databases solve this with native relational fields, ensuring data integrity across your Users, Jobs, and Application tables. Unlike Excel, column types are enforced, meaning dates remain dates and status options like "Hired" or "Rejected" are consistent, preventing data entry errors that ruin reporting.

Core features and functionality

This template goes beyond simple row tracking by enabling intelligent automation directly within your data. Built-in Database AI agents can analyze candidate fit scores by comparing skills to job requirements and search the web to enrich profiles. Furthermore, the ability to store attachments like resumes alongside structured interview feedback ensures that decision-making data is always accessible and organized.

Who is this Applicant Tracking Database for

This template is designed for teams that need structure without the cost of enterprise software:

• Recruiters: Track candidate pipelines across multiple jobs and automate status updates.
• Hiring Managers: Review applications, log interview scores, and see aggregated feedback instantly.
• HR Departments: Standardize job descriptions and ensure compliance with consistent hiring stages.
• Startup Founders: Manage early-stage hiring efficiently while keeping overhead low.

How to take it further

Once you have captured your hiring data, you can expand this template into a full recruiting system.

Customize the database

Make the process your own by editing the "Stage" select options in the Applications table to match your specific workflow. You can easily add new fields to the Jobs table to track salary bands or add specific departmental tags to better organize vacancies.

Import your existing data

Don't start from zero—use the CSV import feature to bulk upload your current open roles and active candidates. This allows you to immediately transition from a static applicant tracking spreadsheet to a dynamic, relational system.

Build an app on top

The true power of this template is its ability to power a secure app using the interface builder. You can create a branded careers portal where candidates apply directly, or an internal dashboard where hiring managers view only their relevant roles using granular users and permissions. By decoupling the data from the interface, you protect sensitive candidate info while empowering your team to collaborate.