The Spreadsheet Every Hiring Manager Asks For (No Matter the ATS)
TL;DR: Excel and Google Sheets now come with built-in AI features — and you can even plug in your own OpenAI key for more. That’s changing how recruiters track reqs, candidates, and offers. At the bottom, I’ve added a simple plug-and-play tracker you can grab if you’d rather not build one yourself.
Spreadsheets Are Getting Smarter
If you’ve opened Excel recently, you’ve probably noticed the AI button. Microsoft is weaving Copilot into the Office suite, and Google has rolled out similar AI functions in Sheets.
That means you can now:
- Generate formulas automatically by asking in plain English
- Summarize candidate notes directly in a cell
- Flag inconsistencies or gaps without manual checking
- Even connect your own OpenAI API key via Google Apps Script for custom recruiting workflows
For recruiters, this opens a new door. Instead of juggling raw spreadsheets, you can layer AI on top to build something closer to a lightweight ATS — but with the flexibility managers already love.
Why Hiring Managers Still Want Spreadsheets
The irony is that no matter how advanced your ATS is, there’s always a hiring manager who asks for a spreadsheet. It’s familiar, portable, and easy for them to control.
The problem? Those ad hoc spreadsheets usually turn into chaos — multiple versions, missing feedback, inconsistent data.
That’s where structure (and sometimes AI) helps. You don’t have to choose between flexibility and order anymore.
How I Use This in Consulting
When I consult with teams, one of the first things I show them is how to:
- Connect spreadsheets to OpenAI for auto-generated summaries
- Build dropdown menus and data validation so pipelines stay clean
- Create dashboards that auto-update with KPIs (time-to-fill, diversity %, offer acceptance)
- Reduce the manual reporting burden recruiters hate, while giving managers the visibility they want
It’s about using tools teams already understand — then making them smarter with AI.
Bonus: A Ready-to-Use Tracker
If you’d rather not build from scratch, I also put together a plug-and-play recruiting tracker in Excel/Sheets.
👉 Hiring Manager Recruiting Tracker — Starter Pack 2025
Note: This starter template does not include AI formulas — it’s designed for managers who want a clean, simple spreadsheet. If you’re curious about layering in AI, that’s something I cover in 1:1 consulting and plan to release in future templates.
Final Thought
The future of recruiting tech isn’t ATS vs. spreadsheet. It’s ATS + spreadsheet + AI.
If you’re already using Excel or Google Sheets, you don’t have to wait for a new system — you can start layering in AI today.
And if you just need a quick, structured spreadsheet right now, the tracker above will save you the setup time.
Thanks for reading.
I’m Kiki Beach — a recruiter who’s now also helping teams and individuals use AI to work smarter.
Through my site AiTricity, I share practical tools, prompts, and behind-the-scenes workflows that boost clarity, speed, and results — sometimes with videos to match.
Follow for more:
📌 Medium | Instagram | YouTube | X.com
If you’re curious how AI might fit into your work — whether you’re running a team or a one-person show — let’s talk. I consult on real-world ways to streamline without the burnout or overwhelm.
💡 AI prompt example inspired by this story:
Prompt: “Act as a recruiting operations consultant. Build a spreadsheet in Excel or Google Sheets that tracks reqs, candidates, interviews, and offers, and enhance it with AI-powered formulas and summaries using OpenAI.”
Response: Kiki Beach (AiTricity.ai) A recruiter-ready sheet that uses AI to automate the boring parts and highlight the insights managers care about.