HR & Hiring Pipeline Tracker
Applicant tracking system with pipeline stages, interview scoring, offer tracking, and hiring metrics dashboard.
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HR & Hiring Pipeline Tracker
A comprehensive applicant tracking system built entirely in Google Sheets / Excel. Track candidates from first application through offer acceptance, score interviews consistently, and monitor hiring metrics — all without expensive ATS software.
What's Included
| File | Description |
|---|---|
sheets/applicants.csv | Master candidate database with contact info, source, and status |
sheets/pipeline-stages.csv | Kanban-style pipeline with stage definitions and SLA targets |
sheets/interview-scorecards.csv | Structured scoring rubric for consistent evaluation |
sheets/offers.csv | Offer tracking with compensation, equity, and response deadlines |
sheets/hiring-metrics.csv | Dashboard data: time-to-hire, funnel conversion, source ROI |
sheets/job-requisitions.csv | Open roles with requirements, hiring managers, and priority |
formulas/FORMULAS.md | Every formula used, explained with cell references |
guides/structured-interview-scoring.md | How to run fair, consistent interviews |
docs/IMPORT-GUIDE.md | Step-by-step import into Google Sheets or Excel |
docs/CUSTOMIZATION.md | Adapt stages, scoring criteria, and metrics to your org |
docs/GETTING-STARTED.md | 10-minute setup walkthrough |
Features
- Full pipeline visibility — see every candidate's current stage at a glance
- Structured interview scoring — 1-5 rubric across technical, communication, culture-add, and role-specific dimensions
- Hiring metrics dashboard — time-to-hire, offer acceptance rate, source effectiveness, funnel conversion by stage
- Offer management — track comp packages, deadlines, and negotiation status
- Multi-role support — filter by requisition to manage multiple open roles simultaneously
- No macros required — works with formulas only (Apps Script optional)
Quick Start
1. Import the CSVs — follow docs/IMPORT-GUIDE.md to load each CSV as a separate tab
2. Review pipeline stages — adjust the stages in pipeline-stages.csv to match your hiring flow
3. Add your first candidates — enter applicants in the applicants tab
4. Score interviews — use the scorecard tab after each interview round
5. Track offers — log offers and monitor acceptance rates
6. Check metrics — the hiring-metrics tab auto-calculates from your data
Google Sheets vs Excel
| Feature | Google Sheets | Excel |
|---|---|---|
| QUERY function | Native | Use FILTER + SORT instead |
| ARRAYFORMULA | Native | Use Ctrl+Shift+Enter or dynamic arrays (365) |
| Data validation dropdowns | Data > Data validation | Data > Validation |
| Conditional formatting | Format > Conditional formatting | Home > Conditional Formatting |
| Named ranges | Data > Named ranges | Formulas > Name Manager |
Walkthrough
The Applicants Tab
Your single source of truth for every candidate. Each row is one person, with columns for:
- Contact details (name, email, phone)
- Source (referral, job board, LinkedIn, careers page)
- Current pipeline stage (auto-updated via formula or manual)
- Applied date, last activity date
- Assigned recruiter and hiring manager
The Pipeline Tab
Defines your hiring stages with:
... continues with setup instructions, usage examples, and more.
📄 Content Sample guides/structured-interview-scoring.md
Structured Interview Scoring Guide
A step-by-step system for running fair, consistent, and legally defensible interviews across your hiring pipeline.
Why Structured Interviews?
Unstructured interviews have a correlation of ~0.20 with job performance. Structured interviews reach ~0.51 — more than double the predictive power. This guide helps you get there.
Key principles:
1. Every candidate for the same role answers the same questions
2. Every answer is scored against a pre-defined rubric
3. Interviewers score independently before discussing (prevents anchoring bias)
4. Final decisions use aggregated scores, not gut feelings
The 5-Point Scoring Scale
| Score | Label | Definition |
|---|---|---|
| 5 | Exceptional | Demonstrates mastery far beyond role requirements. Could teach this to others. Provides novel insights. |
| 4 | Strong | Clearly meets and occasionally exceeds requirements. Well-articulated, specific examples. |
| 3 | Meets Bar | Adequately demonstrates the competency. Solid but not outstanding. Acceptable for the role level. |
| 2 | Below Bar | Partially demonstrates the competency. Notable gaps or vague examples. Needs development. |
| 1 | Insufficient | Does not demonstrate the competency. Cannot provide relevant examples. Disqualifying for this role. |
Rule of thumb: A "3" should mean "I'd be comfortable hiring this person." Reserve 4-5 for candidates who genuinely impress.
Scoring Dimensions
Technical Skill (weight varies by role: 25-35%)
What you're evaluating:
- Depth of knowledge in required technical areas
- Ability to apply technical skills to real problems
- Understanding of tradeoffs and constraints
- Code quality, system design, or domain expertise (role-dependent)
Sample rubric anchors:
- 5: Identifies edge cases unprompted, proposes multiple solutions with tradeoff analysis, demonstrates expertise beyond the question scope
- 3: Solves the problem correctly with minor hints, explains their reasoning, handles the common cases
- 1: Cannot solve basic problems in their stated area of expertise, or solutions have fundamental flaws
Communication (weight: 15-25%)
... and much more in the full download.