Candidate tracking

The hiring process can be long and complex for both companies and candidates. Tracking candidates in Asana gives team members a quick and easy way to see who’s in the pipeline, store contact information and resumes, and follow along during the interview process. On the candidate side, having a solid workflow internally translates into a smoothly-run, positive candidate experience.

Skip the setup and try an Asana-created candidate tracking template.

How to create a candidate tracking project

  1. Create a project named “Candidate tracking.” Add a description like, “Our pipeline of candidates for open positions across the company.”

  2. Add a template task to duplicate for each new candidate. Title the task, “[COPY ME] To add a candidate” In the task description, write instructions to change the name of the template when making a copy, to attach a resume (and any other relevant documents), and to include the candidate’s email address, phone number, and source.

  3. Create custom fields for the position they’ve applied for, the interview stage (recruiter screen, phone interview, assignment, on-site interview, decision pending), and their hiring status (hire, no hire, offer accepted, offer declined). Make sure to update them as candidates move through the stages. Add custom fields by clicking the blue Add Custom Fields link at the top of the project.

  4. Add sections to your project to break up candidates by department/team. You can also create a section to keep track of candidates that declined or were rejected for reference.

  5. Designate a project owner who will manage this project. They should move candidates to the appropriate section, assign tasks to the hiring manager, and use comments to ask follow up questions. The recruiter can be in charge of updating the task with the candidate’s progress.

Want to skip the setup? Premium users can create a project with our candidate tracking template in Asana.

Candidate tracking project in Asana

Tips for managing your candidate tracking project

Create more custom fields

To track even more information about each candidate, you can add more custom fields. For example, you could add text fields for their current city (or a yes/no dropdown if they’re local) or their personal website/portfolio. The possibilities are endless.

Custom field creation in Asana by clicking the blue link at the top of the project

Set a reminder task

If a candidate is not the right fit for any current roles, but might be in the future, assign yourself a task with a due date of six months from today to follow up. The day before this task is due, it will auto-promote to the today section of your My Tasks list, so you’ll be reminded to check in on the candidate. You can also store them in a follow-up section, or with a custom field.

Webform for referrals

Create a Wufoo form or Google Form for referrals. The fields in your form can correspond to fields in an Asana task. Once the form is submitted, the task is created in your referral project with all the information in it—no transferring necessary!

The flexibility of Asana helps you move candidates through the hiring pipeline while keeping internal stakeholders aware of their status. Hiring the best employees is directly tied to your company’s success. Take the complexity out of the hiring process and create a seamless system to win the best candidates.

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Asana Lessons

Learn the Asana basics in less than 15 minutes with these quick lessons

Tasks

Tasks Lessons

Track all of your work

3 Minutes

My Tasks

My Tasks Lessons

Always know what to do next

3 Minutes

Projects

Projects Lessons

Work with teammates

3 Minutes

Inbox

Inbox Lessons

Communicate even faster

3 Minutes

You can use tasks to track, collaborate on, and organize all your work.

Tasks can be to-dos, ideas, notes, or reminders.

Assign a task to yourself or a teammate.

Press Tab+M to quickly assign a task to yourself.

Add a due date so your deadline is clear.

Add instructions and expectations in the task description field.

Type @ to link to other tasks, people, conversations, or projects.

When you @mention someone, they’ll be added to your task as a follower.

Followers get notified when new comments or attachments are added.

Add anyone who needs to stay up to date on your task as a follower.

They can always unfollow to stop getting notifications on your task.

Add comments to ask questions or give followers updates.

Heart a comment to let followers know you’ve seen it.

Add relevant files or irrelevant GIFs as attachments.

You can also attach directly from Dropbox, Google Drive, or Box.

Create subtasks to break your task into smaller steps.

When you’ve added a subtask, press enter to add another.

Subtasks can contain all the same details as regular tasks.

Click the comment bubble to add comments or attachments to a subtask.

You can create tasks from any screen using your top bar.

Every Task has a unique URL to easily copy and share.

Congrats! Looks like you’re up to the task.

On to the next lesson!

Always know what to do next with My Tasks.

My Tasks is a list of every task assigned to you.

It makes managing your work simple.

Click on your My Tasks list and start typing to add tasks.

Like a text document, add a new line for each new task or paste in any list.

Forward to x@mail.asana.com to turn your emails into tasks

Asana will translate your email into a task, including your attachments.

New tasks will appear at the top of your list in New Tasks.

Tasks you add to My Tasks are private to you.

Click Make Public to share them with your team.

Prioritize tasks as Today, Upcoming, or Later.

Click on the blue dot next to the task, to quickly sort it.

Mark the tasks you’ll have time for Today.

Teammates can view your My Tasks list to see what you’re up to.

They’ll only see tasks you’ve made public or shared in a project (more on projects later).

Mark tasks due within a week as Upcoming so you can see what will be due soon.

On its due date, your task will move from Upcoming to Today.

Just like magic.

Mark tasks due in more than a week for Later.

They’ll be out of your way until their due date approaches.

Your tasks will move from Later to Upcoming a week before they’re due.

Keep My Tasks prioritized to always know what to work on and what’s coming next.

Now you know how to track and plan your work!

Next, learn how to work with your team in Asana.

Work together on groups of tasks with projects.

Projects help you track and organize the steps in a process or initiative.

Like an event plan, product launch, or editorial calendar.

Like My Tasks, simply click and type to add tasks to your project.

If you have your steps in a document or email already, paste in that list.

Add tasks to your project from email.

View your project’s unique email address from the project dropdown menu.

Add your tasks to other related projects.

Tasks can be included in multiple projects.

Add sections to organize tasks in a list project.

Type : at the end of any task title to make it a section.

Or, add columns to organize tasks in a boards project.

Drag and drop tasks between or within columns to reorder.

Assign your tasks and set due dates.

Never miss a deadline with your project calendar.

Drag and drop tasks on your calendar to change their due dates.

Add everyone who needs to stay updated on your project as members.

Project members will get notified of new conversations, statuses, and tasks.

Post conversations to make announcements or start discussions.

Your post will be sent to all project members.

Use Progress to see how your project is moving forward.

Set a project status to update your team on how it’s going.

The Project Owner will be reminded to set a status once a week.

Open and organize projects from your sidebar.

Favorite projects to pin them to the top of your sidebar.

Click the star button on the left of your project name to favorite it.

Create new projects from any screen using your top bar.

Now you can move projects forward with your team.

Just one more lesson before you dive in.

Communicate and coordinate faster with Inbox.

Check Inbox to quickly read and respond to your latest updates.

Inbox will notify you when you have a task due…

and when teammates update tasks, conversations, and projects you follow.

Open and respond to updates without leaving Inbox.

Click an update and you’ll have all the context you need to respond.

Archive updates you’re ready to dismiss.

Click the X that appears on the right of an update to archive it.

Open Archive to move dismissed updates back to your Inbox.

Click the arrow that appears on the right of an archived update to move it back to Inbox.

Unfollow tasks or projects to stop receiving updates about them.

In the end, you have control over the updates you receive (or choose not to receive)

When you’re ready, you can turn Asana’s Email notifications off.

Most communication with your team can be more easily managed from Inbox. Just remember to check it often.

Congratulations! Now you’re ready to have a great work day with Asana.