How to Set Up Your Recruiting Database for Success?

When you’re starting out in recruiting, one of the most important things you can do is set up a strong recruiting database. A well-organized system will save you hours of work and make it easier to find the right candidate when you need them. In this guide, we’ll walk you through how to build a recruiting database that sets you up for long-term success.

Build Your Recruitment Database with Google Sheets

For starters, the easiest and most cost-effective way to set up a recruitment database is with Google Sheets. There are no subscription fees, it’s easy to set up, and since everything is stored in the cloud, you can update or share your database with your team in real time.

At a minimum, your Google Sheet should include columns for:

• Name

• LinkedIn profile

• Current job title and company

• Relevant skills or tags

• Years of experience

• Quick notes for context

By keeping these details structured, you’ll have a clear snapshot of each candidate and be able to search your recruitment database anytime you need to match someone to a role.

Free ATS Templates in Google Sheets

If you don’t want to build your recruitment database from scratch, you can find free Google Sheets ATS templates online. These templates are designed to work like a lightweight ATS for staffing companies with pre-made columns, filters, and layouts that make candidate tracking much easier. You can also ask ChatGPT to generate a ready-to-use ATS template for you. Simply download the CSV file, upload it into Google Sheets, and start building your recruitment database instantly.

Organize Your Recruitment Database in One File

Typically, the simplest way to organize your recruitment database is to keep everything in one Google Spreadsheet or Excel file. Within that file, you can set up two main sheets; one for active clients and another for your candidate database. Alternatively, if you’re handling multiple job openings, you could create a separate sheet for each client job to keep the pipeline clearly separated. This structure keeps all your information centralized and makes it easier to search when you need to track down a client or candidate quickly.

Recruiters on Reddit have shared how this approach works in practice. One Redditor explained:

“I create a tab for each job opening with all the candidates and the stage they’re in. It makes tracking easy and also lets me share the sheet with hiring managers so they can follow along and see the progress being made.”

Another recruiter described how they manage their database in a single Google Sheet file using simple search functions like Ctrl + F:

“You could even create tabs for each year or month and track things like first call attempt, second call attempt, texts, and notes such as ‘went to work on first day but was rude, do not hire’ or ‘only wants 1st shift.’”

These use cases support the idea that a well-structured, single-file system not only keeps things organized but also makes searching and tracking much more efficient.

Using Notion or Airtable as ATS Software Alternatives

But as your hiring workload grows, spreadsheets can start to feel limiting. You can also try tools like Notion or Airtable if you want something more flexible than Google Sheets. Both let you build a recruitment database, track candidates, and organize your hiring process with different views like tables, calendars, or Kanban boards. In Notion, for example, you’ll find plenty of ready-to-use templates built into the app, others available online like Etsy, or you can even ask ChatGPT to generate one for you.

Ultimately the choice depends on your workflow. If you’re choosing between the two, Notion is better if you want customization, ready-to-use templates, and a more visual recruitment database that can store resumes, notes, and tags all in one place. On the other hand, Google Sheets is better if you want speed, simplicity, and minimal setup, making it a straightforward choice for quick tracking and easy collaboration without the need for heavy customization.

Quick comparison:

• Google Sheets → Simple, fast to build, very little learning curve, and easy to search. Best for recruiters who want lightweight and functional candidate tracking software.

• Notion → More organized visually, supports multiple views (list, Kanban, calendar), and offers templates. But since it’s not built specifically as ATS software for staffing companies, it can take more setup time for staffing needs and may slow you down if speed is your main goal.

  
  

Case Study: From Spreadsheets to Notion

One startup founder explained how they first tracked applicants in Excel, but as the pipeline grew it became too messy to manage. After switching to Notion, they built a recruitment database with templates and forms that automatically collected candidate details. Within months, they had over 650 applicants organized in one workspace, making it easy to review CVs, track progress, and schedule interviews.

This shows how Notion can act as a free ATS software alternative once spreadsheets start to break down, offering more structure and scalability without the cost of traditional tools.

Check out this guide on how the right staffing agency software can help you scale.

Why Upgrade to a Purpose-Built ATS + CRM Like Stardex

As your recruiting workload grows, spreadsheets or general tools like Google Sheets and Notion can quickly reach their limits. They’re great for getting started, but they aren’t built specifically for recruiters. That’s where an ATS software like Stardex comes in. A platform designed from the ground up for staffing companies and recruitment agencies. Unlike spreadsheets, Stardex is both an ATS and CRM in one, giving you a single system to track candidates, manage client pipelines, and streamline communication.

Stardex isn’t just a database, it’s a smart recruitment engine. Here’s how it helps you set up your recruiting database for long-term success:

• AI-Powered Search – Best candidates are already in your database. Instead of scrolling through endless spreadsheets, you can ask natural-language questions and instantly find candidates. Stardex can even surface “silver-medal” candidates from past searches, reducing your reliance on LinkedIn.

  

• Automatic Candidate Management – Stardex’s AI agents handle tagging, profile summaries, enrichment, and even job-change alerts. This means your database stays accurate and up to date without hours of manual work.

  
  

  
  

• CRM + Candidate Tracking in One – Manage both clients and candidates from the same platform. With Kanban boards, shared tasks, and reminders, you’ll always know where candidates and deals stand in the pipeline.

  

• Seamless Integrations – Stardex connects with over 100 tools, including Gmail, Slack, Zoom, Calendly, Notion, and Google Sheets. You can even migrate data from legacy ATS systems like Bullhorn or Greenhouse without starting over.

  
  

  

  
  

With Google Sheets or Notion, staying organized may depend on manual updates and searching row by row. With Stardex, your recruitment database evolves with you. AI keeps candidate records fresh, CRM tools track client relationships, and search makes it easy to find the right talent fast.

While Sheets and Notion are great for early-stage recruiting, Stardex is built for scale. It saves recruiters time, keeps your database clean, and ensures you never lose track of top talent.

Why Choose Stardex AI for Smarter Recruiting

Looking to streamline your hiring process without the hassle of setup? Stardex AI is an ATS + CRM that gives you the best of both worlds — simple to use like Sheets, yet powerful and customizable like Notion.

Book a demo now to see how it fits your workflow and experience smarter recruiting in action.