Candidate Tracking Form Template
Maintain a consistent record of candidate progress throughout the hiring pipeline. This template helps recruiting teams document evaluations, feedback, and decisions in one place.
Recruiting across multiple roles and hiring managers creates coordination challenges. Interview feedback lives in inboxes. Candidate status is tracked in spreadsheets that go out of date. When it's time to make a decision, someone has to chase down notes from interviews that happened 2 weeks ago.
A candidate tracking form standardizes how feedback and status updates are captured. Every interviewer submits structured notes after their session, every stage transition is recorded, and the whole picture is available in one place. Typeform's conditional logic can adapt the form based on interview stage — a phone screen form looks different from a final round evaluation.
Customize the fields for your hiring process and connect submissions to your ATS, and your recruiting team will spend less time coordinating and more time evaluating.
A candidate tracking form is a tool used by recruiting teams to document candidate progress through the hiring pipeline — capturing interview feedback, stage transitions, and hiring decisions in a consistent format. It's an internal tool used by HR, recruiters, and hiring managers to keep everyone aligned on candidate status.
It creates a single source of truth for candidate evaluations. When feedback is captured through a structured form rather than email chains or verbal conversations, it's easier to compare candidates, identify consensus or disagreement among interviewers, and make defensible hiring decisions. It also protects against bias by anchoring evaluations to consistent criteria.
The form should capture both stage-specific evaluation and overall impression. Consider including:
- Candidate name and position applied for
- Interview stage (phone screen, technical, panel, final)
- Interviewer name and date of interview
- Ratings by competency area (technical skills, communication, culture add)
- Specific evidence and examples observed during the interview
- Strengths and concerns
- Recommendation (advance, hold, decline)
- Any follow-up items needed before a decision is made
Set a clear expectation — typically within 24 hours of the interview — and send automated reminders through your scheduling tool or via a Typeform integration. Prompt, structured feedback is especially important for active candidates who may be interviewing elsewhere. Delayed or missing feedback leads to losing top candidates while you're still collecting opinions.
Most modern ATS platforms support integrations via Zapier or native connections. Typeform's integrations allow you to push candidate tracking submissions directly to your ATS, update candidate records, or trigger next-step workflows automatically. Check your specific ATS's integration options to configure the connection.
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