Running a restaurant means you're always busy - handling orders, managing staff, keeping customers happy. When it's time to hire, it can be hard to keep track of who applied, who you liked, and who you still need to interview. Without a good way to stay organized, things can get messy fast. You might forget to call someone back, lose a strong applicant's info, or end up hiring in a rush just to fill a shift.

That's where tracking applicants comes in. Even something as simple as a notebook, spreadsheet, or checklist can help you stay on top of the hiring process. You'll be able to see exactly where each person is - whether they've just applied, been interviewed, or accepted the job. This makes it easier to make better hiring decisions and save time.

In this guide, we'll walk you through each step of the hiring process - from the moment someone applies to when they're fully onboarded and ready to work. You don't need fancy tools to do this well - just a clear process that fits your restaurant's pace.

Before you start collecting applications, it's important to have a clear plan for how you'll hire. This means knowing the steps you'll take from the moment someone applies to the time they're fully trained and working a shift. Having a set process not only saves time but also helps you stay organized and make better hiring choices.

Start by listing the positions you're hiring for - like line cook, cashier, server, or dishwasher. Write short, clear job descriptions for each one. Include the main tasks, work hours, and any required experience. This helps you know exactly what you're looking for and helps applicants know if they're a good fit.

Next, outline your hiring steps. A simple process might look like this -

1. Receive the application
2. Review and shortlist candidates
3. Call or message to schedule an interview
4. Hold the interview
5. Make a hiring decision
6. Send the job offer
7. Start onboarding and training

You can adjust this depending on how fast you need to hire or how many people you're bringing on. The key is to use the same process every time so nothing gets missed.

When your workflow is clear, it becomes easier to track each person along the way. You'll know who applied, who you've spoken to, and who's ready to start. This helps prevent mistakes like double-booked interviews or forgetting to follow up with a great candidate.

Once you've set up your hiring workflow, the next step is collecting applications in a way that's easy to manage. In a busy restaurant, it's common for applications to come from different places - some people walk in and drop off resumes, others might email you, and some apply through job boards or social media. If you don't keep everything in one place, it's easy to lose track.

To stay organized, pick one main location to store all incoming applications. This could be a folder on your computer, a binder at the front desk, or a shared spreadsheet. The goal is to have every applicant's name, contact info, and job applied for in one easy-to-access spot.

If you're collecting paper resumes, make sure they're all kept in a single folder and dated when received. For digital applications, you can create a dedicated email folder or use a spreadsheet to copy and paste their information. Add columns for name, phone number, email, date applied, and job title. This will help you sort through them later.

For restaurants using online job boards or social media, it's important to check those platforms regularly. Make it a habit to transfer the information into your main tracking system as soon as new applications come in.

Keeping everything in one place saves time, prevents mix-ups, and ensures you don't miss any qualified applicants. With your applications organized, you'll be able to move to the next steps - reviewing, contacting, and scheduling interviews - much more smoothly.

Once your applications are all in one place, it's time to track where each person stands in the hiring process. A simple tracking system helps you stay organized, avoid confusion, and make sure you follow up with the right people at the right time.

You don't need expensive software to do this. Many restaurant owners use a basic spreadsheet or even a printed chart. The key is to make it easy to update and understand at a glance. Start by creating a list of each applicant and add columns for things like-

-Name
-Position applied for
-Date of application
-Contact information
-Interview scheduled (yes/no)
-Interview date
-Notes (experience, availability, etc.)
-Status (applied, interviewed, offered, hired, not moving forward)

This setup lets you quickly see who's in the pipeline and what still needs to be done. For example, if you've interviewed someone but haven't followed up yet, you'll be able to spot that right away.

You can also color-code your spreadsheet or use symbols like check marks to track progress. If you prefer pen and paper, print out a hiring tracker template or use a whiteboard in the office - whatever works best for your team.

The most important thing is to use your system consistently. Update it as soon as something changes, like after an interview or when you send an offer. This keeps everything up to date and makes hiring feel a lot less overwhelming.

With your tracking system in place, you're ready to move on to reviewing and evaluating your applicants.

Now that you've collected and organized your applications, it's time to start reviewing them and choosing who to move forward with. This step is all about spotting the best candidates quickly and fairly, without wasting time or missing out on great people.

Start by looking at each applicant's basic details - do they have the experience you need? Are their hours of availability a match for your schedule? Do they live nearby or have reliable transportation? These simple checks can help you narrow down the list right away.

It helps to set some clear criteria for what you're looking for in each role. For example, if you're hiring a line cook, you might want someone with at least six months of kitchen experience. If it's a host or cashier position, strong communication and a friendly attitude might be more important. Write these criteria down so you can use the same standard for every applicant.

To make comparing applicants easier, you can use a simple rating system. Create a short checklist or scorecard for each candidate with items like relevant experience, availability, and interview readiness. Rate each area from 1 to 5, then total the scores. This helps you avoid relying just on gut feelings and keeps things fair.

Be sure to write notes as you review applications, especially if multiple people are involved in hiring. This way, you won't forget your first impressions or get mixed up between candidates.

Once you've reviewed your list and marked your top choices, it's time to move to the next step - setting up interviews.

Once you've reviewed your top applicants, the next step is to schedule interviews. This part can get hectic if you're juggling multiple candidates and shifts at the same time, so it's important to stay organized and keep track of your communication.

Start by reaching out to your selected applicants as soon as possible - ideally within a day or two of reviewing their applications. A quick response shows that you're serious and keeps the hiring process moving. You can call, text, or email, depending on what contact info they provided. Be clear about the day, time, location, and who they'll be meeting with.

As you start setting up interviews, go back to your tracking system and log the interview details for each candidate. Add columns or notes for -

-Interview date and time
-Interview location or method (in-person, phone, video)
-Confirmed (yes/no)
-Notes or first impressions after the interview

If someone cancels or reschedules, update that information right away to avoid confusion. You can also use calendar reminders or phone alarms to keep track of upcoming interviews and avoid double-booking.

During the interview, take a few quick notes on each candidate. This will help you remember what they said, how they carried themselves, and whether they seemed like a good fit for your team. After the interview, update their status in your tracker - such as interviewed, moved to next round, or not selected.

Keeping this step organized helps you stay on top of your hiring process and ensures that every good applicant gets a fair shot.

After interviews are complete, it's time to decide who you want to hire and send out job offers. This step may seem simple, but it's important to stay organized so nothing slips through the cracks - especially if you're hiring more than one person at a time.

Start by reviewing your notes and comparing your top candidates. Go back to your tracking sheet to see how each person scored during screening and interviews. Once you've made your decision, update their status to offer extended so you know who you've contacted.

When you reach out with the offer, make sure to include all the basic details - start date, hourly wage, job title, and any required documents they need to bring. It's best to follow up any phone call or text with something in writing so everyone is clear on the agreement.

As applicants accept or decline, update your system again. For those who accept, you can move them to the hired or on-boarding column.

This is where employee on-boarding officially begins. While on-boarding will be covered more in the next section, now is the time to start preparing paperwork, uniforms, and training materials. Keeping your tracking sheet updated with dates and steps - like when the offer was accepted or when paperwork was sent - makes it easy to stay on top of everything.

For those not selected, it's a good practice to mark them as not moving forward in your tracker and file their information in case you need candidates in the future.

Once a candidate accepts your offer, your focus shifts to getting them ready for the job. This final step - on-boarding - is where new hires start learning how your restaurant runs. A smooth on-boarding process helps new employees feel confident, comfortable, and prepared to jump into their roles.

Start by creating a short checklist of everything a new hire needs to complete before their first shift. This might include signing paperwork, providing IDs, getting a uniform, reading the employee handbook, and setting up direct deposit. Use your tracking system to mark off each step as it's completed. This keeps you from forgetting anything important and ensures each new employee gets the same on-boarding experience.

Next, think about how you'll handle employee training. Whether it's shadowing another staff member, going through a training manual, or completing a few test shifts, make sure your new hires are introduced to your expectations, restaurant procedures, and safety guidelines. Add notes to your tracker to record when training begins, how long it will last, and when it's completed.

On-boarding isn't just about paperwork - it's also your chance to make a good impression and set your new team member up for success. Keeping everything organized and consistent helps reduce confusion and turnover, especially if you're on-boarding multiple people at once.

Once all the on-boarding steps are complete, update your system one final time to mark the employee as fully hired and trained. At this point, you've successfully taken someone from application to onboarding - and built a hiring process that's easy to repeat.