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Template

An HR intake sheet template that captures the whole request

HR intake sheet is a free CSV template for HR and recruiting teams opening a new role. Download it, keep it, adapt it - sample rows are filled in so the shape is obvious.

For HR and recruiting teams opening a new role. Download the CSV, keep it, adapt it. Sample rows are filled in so the shape is obvious.

Download the CSVSee the Sourcing Agent

What is inside

FieldValueNotes
Role titleSample: Senior Product DesignerApproved title from the hiring manager
Must-have skillsSample: B2B SaaS, design systems, 5+ yrsMax 5; these drive the scorecard
Approval statusSample: Approved 2026-09-10No sourcing before this row says approved

Sample rows shown. Replace them with your real work.

How to use this intake sheet

1. Send it (or read it out) the moment a hiring manager says "we need someone" - before the job ad exists. 2. Force the must-haves versus nice-to-haves split; if everything is a must-have, nothing is. 3. Capture what the person will actually do in week one, in the manager's words - that becomes your sourcing filter and your job ad. 4. Record salary band and who interviews now, not after candidates ask. 5. One sheet per role, kept current; stale intakes produce stale shortlists.

Mistakes this template prevents

Sourcing from a two-line chat message, discovering the salary band after the offer stage, and "must-haves" that change mid-search. The intake conversation is the cheapest place to fix a role - this sheet makes sure it happens.

Updated for the recurring pack

Approved role criteria drive a weekday 10:00 AM evidence-linked sourcing queue; no candidate is contacted.

Roles columns: Role ID | Title | Must-haves | Nice-to-haves | Location | Owner | Source | Approval | Status

The free agent pack sets up the Google Sheet, processes only new or due rows, holds exact proposals for approval, rechecks the source before a write and verifies the result by readback.

Limits

A sheet, not a process: approvals and headcount sign-off still happen with your team.

The standing version

The Sourcing Agent (free download) runs this as a workflow in your own Drive: it fills this structure from your real inputs, shows evidence per row, and stops at every human decision.

Questions people ask

Is this template really free?

Yes. One CSV download, no signup, no email required.

Can I edit the template?

Yes - it is a plain CSV. Open it in Google Sheets, Excel or Numbers and change anything.

Is there an agent that keeps this updated for me?

Yes - where a standing agent exists for this workflow it is linked on the page, free download.

Last updated 13 September 2026 · Reviewed by the AI Agent Skills team.