Recruitment pipeline tracker

What the recruitment pipeline tracker does

Hiring is a pipeline, and pipelines leak when nobody counts. This tracker lists every candidate with the position, source, stage, application and interview dates and expected salary, counts how many are at each stage, and shows which channels bring the people you hire.

Who it is for

Owners and HR managers who hire several people a year and want to keep track of candidates, avoid losing good ones and learn which job boards and referrals work.

How to use the workbook

1. Enter each candidate with the position and where you found them.
2. Update the stage as they move: applied, screened, interview, offer, hired or rejected.
3. Record the application and interview dates and the expected salary.
4. Read the counts by stage and the summary chart.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Candidate, position, source and stage
• Application and interview dates
• Expected salary for budgeting
• Counts by stage with a chart
• Space for 200 candidates

The workbook has these sheets: Instructions, Candidates, Summary. The main table has the columns Candidate; Position; Source; Stage; Date applied; Interview date; Expected salary; Notes. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Reply to every candidate; it protects your reputation.
• Record the reason for each rejection while it is fresh.
• Compare expected salary with your staff cost budget before the offer.
• Note the source of every hire to see which channel is worth the money.

Why keep this record

Staff records go wrong in small, repeated ways: a figure typed twice, a deadline forgotten, a promise that nobody wrote down. A tidy workbook that everyone uses the same way removes most of those problems. It also gives you something to show an employee, an auditor or a labour officer when a question comes up months later, and it makes the next payroll quicker because the facts are already in one place.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Payroll records are personal data and tax records at once, so keep the file somewhere only the people who need it can open, and keep each month's copy for at least five years. Statutory rates such as NSSF limits and the Housing Levy change, so check the Rates sheet against the official source before you rely on a figure.

Read how to run payroll for a small business for the wider picture. See more payroll templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Guide: How to run payroll for a small business in Kenya
• Guide: How PAYE is calculated in Kenya, step by step
• Guide: NSSF contributions explained: tiers, limits and what you pay
• Another template: Annual PAYE and payroll summary
• Another template: Annual leave planner and register
• Another template: Benefits and allowances register

Need something different? Request a custom template, browse all guides or see every Excel template.