The setup in five steps
- Write the job once. One public page with the role in one sentence, what the person will do, three or four requirements, location, pay range and how the process runs. Start from a role kit.
- One way to apply. A form (Google Forms, Typeform, Tally or similar) with name, email, a link or resume upload and two questions that matter for the role. Point every channel to it, so nothing arrives in personal inboxes.
- Post the link. Your website, your and your team's networks, communities where your candidates spend time, and job boards that fit the role. For engineers, the monthly "Ask HN: Who is hiring?" thread on Hacker News is a common free option.
- Track in one sheet. Connect the form to a spreadsheet and add the columns below.
- Answer on a schedule. Twice a week, read new applications and move every row forward, even if the step is a no.
The tracking sheet
| Column | Why |
|---|---|
| Name, email, link | From the form, one row per person and role |
| Applied on | So you can see who has waited longest |
| Source | Applied, referred, sourced, or agency (and which); needed for fees and to know what works |
| Stage | A fixed list: new, screen, interview, final, offer, hired, rejected, withdrew |
| Owner | Who acts next; one name, never "team" |
| Next step and date | The habit that keeps candidates from waiting |
| Must-haves met | Your two or three requirements, yes or no, so screening is consistent |
| Notes | Short and factual; detailed feedback goes in a scorecard |
| Delete by | The date the row is removed if you do not hire them; see GDPR for recruiting |
Three emails to save as templates
- Received: thanks, what happens next and by when.
- Next step: an invitation with a booking link, so nobody trades times by email.
- No: short, kind and final. Copy from rejection email templates.
When it stops working
The sheet breaks at a predictable point: more than one person gives feedback, a role passes about 20 applicants, more than two roles are open, or a candidate asks you to delete their data and the copies are in five places. The signs are in when does a startup need an ATS. Free plans exist at Dover, Evander and Zoho Recruit (compared here), and a CSV export of the sheet imports into any of them.
Questions
How do I post a job and track applicants without setting up an ATS?
Put the job on one public page, collect applications through one form that writes to a spreadsheet, keep one row per candidate with stage, owner, next step and date, and answer everyone within three working days using saved templates. Share the link on your site, in your network and on job boards that fit the role.
Can I use Google Sheets or Airtable as an applicant tracker?
Yes, for one or two roles and a few dozen applicants. Use a form for intake, fixed stage values and one owner per row. It stops working when several people give feedback or applications arrive through several channels.
Where can I post a job for free?
Your own website and careers page, your team's networks, communities where your candidates are, and for engineering roles the monthly Hacker News "Who is hiring?" thread. Many job boards offer free basic listings; check each board's current terms.
When should I switch from a spreadsheet to an ATS?
When more than one person gives feedback, a role gets more than about 20 applicants, or more than two roles are open. Free ATS plans make the switch cost an afternoon of setup.