How to build an interview tracker from your interview notes

An interview tracker is a table with one row per candidate and one column for each thing you compare: the salary they expect, when they can start, where they are based, how many years they have worked and which technologies they use. This guide is for recruiters, hiring managers and freelancers who hire for clients and interview on Google Meet or Microsoft Teams. It covers the columns, the type each should be, how to describe them so they fill correctly, and how TrackHeros fills the table after each interview.

What is an interview tracker?

An interview tracker is one table for a whole hiring round, kept up to date as interviews happen. Interview notes record one conversation; the tracker records what you now know about each candidate, across every conversation, in the same columns for everyone.

The notes still matter. They hold the assessment, the quotes and the panel's recommendation, and TrackHeros can write them in an interview shape rather than as project minutes, as described in interview notes instead of minutes. The tracker is what you open when the question is "who can start before March?" rather than "how did Tuesday's interview go?".

Which columns should an interview tracker have?

Start from the facts you compare candidates on, give each one a type, and write one line saying what belongs in it. The Interview scorecard template in TrackHeros gives you most of these; location, years of experience and technologies are columns you add.

Column	Type	What belongs in it
Candidate	Text, names the row	The full name of the person being interviewed, not the interviewers
Role	Text	The position they are interviewing for
Stage	Status	Screening, Technical, Final, Offer, Closed
Salary expectation	Money	The pay the candidate asks for, with its currency, as stated by the candidate
Availability	Text	When they can start, or their notice period, as stated
Location	Text	Where the candidate is based, and whether they would relocate, as stated
Years of experience	Number, unit "years"	Years of professional experience the candidate states
Technologies	List	Languages, frameworks and tools the candidate says they have used at work, one each
Strengths, Concerns	List	Points the interviewers raise, one item each
Recommendation	Status	The interviewers' recommendation, only when they state one

The template also carries the interviewers and a short technical assessment. Whether your plan lets you add columns to a template is on the pricing page.

Why should salary stay empty until the candidate states it?

Because a salary figure in a tracker gets quoted at the offer stage, and by then nobody remembers where it came from. The column should fill only from a line where the candidate says a figure; the CV, the advertised band and your own estimate stay out.

TrackHeros enforces the first half of that. Every value must point at the transcript lines it came from, and a value with no line in the transcript is dropped. The second half is the column's description. "The pay the candidate asks for, as stated by the candidate" keeps out a figure the interviewer mentioned ("the band is 60 to 70"), which is a fact about the role, not about the candidate.

Three things about the money type are worth knowing:

• One amount, one currency. If candidates often give a range, say in the description which end to record, or add a second column for the top of the range.
• Set the column's currency if most candidates are paid in one. A figure said with no currency, in a column with none set, is not given one; it waits for your review.
• Caveats stay in the quote. "Around 85,000 euros, a bit more with on-call" puts 85,000 EUR in the cell; the quote in its history keeps the rest of the sentence.

How do you track start date and availability?

Keep availability as text, in the candidate's words: "three months' notice", "free from 1 December", "can start straight away". Most answers are not calendar dates, and a date column holds only a calendar date.

Availability changes during a hiring round, which is where a tracker does better than notes. The column's rule is that the latest value wins: when the candidate says at the final interview that they have resigned and can start on Monday 30 November, the cell changes, and "three months' notice" stays in its history with the meeting, the speaker and the words. If you also want a real date, for a CSV you sort in a spreadsheet, add an "Earliest start" date column described as "only when a calendar date is stated or agreed".

How should you describe location, experience and technologies?

Say what counts, what does not, and when to leave the cell empty. The description is what TrackHeros reads when it decides what goes in each column, so a vague one gives vague cells.

Column	Weak description	Better description
Location	Location	City and country where the candidate lives now, and whether they would relocate, as they state it. Not the office
Years of experience	Experience	Total years of professional experience the candidate states. Leave empty if they describe roles without a number
Technologies	Skills	Programming languages, frameworks and tools the candidate says they have used at work. Not ones they want to learn

A list column adds an item when it is raised and removes one only when it is said to be resolved, so technologies build up across interviews rather than being replaced. Before you save, preview the definition on one recent interview to see what it would have taken. Nothing is saved by a preview.

How does the tracker fill after each interview?

After the interview's notes are ready, TrackHeros reads the meeting and proposes values for each candidate's row. It does not fill during the call. An interview held in another language, or in two, is read after the audio pass, through the same transcript as the notes.

You choose which interviews feed it. The Interview scorecard starts scoped to one client's meetings whose title contains "interview". You can change the words, pick a recurring meeting, attach the tracker to an upcoming interview from its meeting page, or send any finished meeting to it by hand. If you create the tracker partway through a hiring round, it can read your recent past interviews in scope, oldest first, so the table starts with history.

Each new value waits in a review queue by default, grouped by interview. You accept it, correct it and then accept it, or reject it, and a rejected value does not come back if the meeting is read again. The tracker's creator gets an in-app alert when changes are waiting. Once accepted, each cell links to the moment in the transcript it came from, and the recording jumps there.

When the same candidate comes back for a second interview, their row is updated rather than duplicated. Reading candidates side by side across stages is covered in comparing candidates across interviews.

Who can see the candidates in an interview tracker?

The person who made it, and admins on a company account, until they share it. A tracker belongs to one client's sealed workspace, can be shared only with colleagues already assigned to that client, and reads only meetings its creator could open.

For a recruiter with several hiring clients, that means one table per hiring client. A single definition can cover all your clients: TrackHeros keeps a separate table for each and shows them together with a client label on every row, and two clients' rows are never merged, even when two candidates share a name. Whether your plan includes trackers across all clients is on pricing. Deleting a tracker deletes its table and every value and quote; deleting a client deletes its trackers. How backups are handled is in the privacy section.

Where does TrackHeros fit in an interview process?

TrackHeros is an AI meeting notetaker that connects every Google and Microsoft calendar you hold, recognises close to 100 spoken languages on its own, writes the notes in nine of them, and keeps every client's notes in a sealed workspace of its own. The notetaker joins the interview on Google Meet or Microsoft Teams as a visible participant; tell the candidate it is there.

The tracker reads interviews in any of the languages TrackHeros recognises: a screening held in German and a final held in English feed the same row, and text values are written in the notes' language. The assistant reads the table too. Ask "what salary did each candidate this month ask for?" and the answer comes from the tracker, with the interview each value came from. The recruiters and interviewers pages cover the rest of the workflow, and how to write interview feedback covers the judgement the tracker deliberately leaves to you.