# Creator shortlist tracker

Track who you contacted, their rates, status, deadlines and delivered files in one sheet. Workflow · XLSX · Google Sheets.

The outline and the notes are free to read. The full template and a filled-in example are included with annual access ($245 a year). The Word and Google Docs files are coming soon. Updated 17 October 2026.

## The short version

The creator shortlist tracker is one sheet that follows every creator from “maybe” to “paid”: who you found, why they fit, when you contacted them, what they quoted, what they’re delivering, when you paid, and when their usage license ends. With more than a handful of creators, it’s the difference between a campaign you can see at a glance and one spread across inboxes.

This template has three parts: the tracker sheet with 20 columns, a status list and two formulas that flag follow-ups and renewals, and an optional fit score for comparing creators. Copy the sheet into Google Sheets or Excel, add one row per creator, and update it as replies come in.

The outline below is free to copy. The full sheet, the formulas, the fit score and a filled-in example are included with annual access.

## When to use it

**What the tracker covers at each stage**

| Stage | Columns you fill in | What it tells you |
| --- | --- | --- |
| Finding creators | Creator, profile, niche, country, languages, starting rate, fit score | Who’s on your shortlist and why |
| Outreach | Status, contacted on, follow up on | Who to chase and when |
| Booking | Quote, deliverables, usage, deadline | What each creator agreed to |
| Delivery and payment | Delivered on, paid on | What’s outstanding, and what you owe |
| After the campaign | Usage ends, renewal check, notes | When to extend or stop, and who to book again |

Start the tracker while you search. On UGCStars you can filter creators by niche, country, language and starting rate, and copy the details you need straight into the first columns.

## What’s inside

**Outline: Creator shortlist tracker**
```text
Columns:
[Creator name] · [Profile link] · [Email] · [Niche] · [Rate]
[Contacted on] · [Status: contacted / replied / booked / delivered]
[Deliverables] · [Deadline] · [Paid on] · [Usage ends]
[Notes]
```
_Highlighted text in [brackets] is for you to fill in._

The outline lists the core columns. The full sheet below adds fit, follow-up and renewal columns, the formulas that fill two of them in for you, and a status list for a dropdown.

## Part 1: the tracker sheet

One row per creator, one column per detail. Copy the template and paste it into cell A1 of a new Google Sheet or Excel file: the columns split automatically. The second row has the two formulas; copy it down as you add creators.

> _Part 1: the tracker sheet (paste into cell A1)_
>
> **This template is included with annual access.** Annual access is $245 a year and unlocks every creator’s contact details and every template, including new ones as we add them. Already have it? Log in to see it. The notes around it stay open to everyone. [Get annual access](https://ugcstars.com/pricing) or [log in](https://ugcstars.com/login?from=/templates/shortlist-tracker).

### How to fill it in

**The columns**

| Column | What goes in it |
| --- | --- |
| Creator (A) | First name and last initial, as shown on their profile |
| UGCStars profile (B) | The link to their profile, so anyone on your team can check their samples |
| Email (C) | Their business email. Annual access shows it on the profile |
| Niche, Country, Languages (D–F) | What you filtered for, to check the fit at a glance |
| Starting rate (G) | The rate on their profile, for comparing against your budget |
| Fit score (H) | Optional, 0–9, from part 3 |
| Status (I) | Where they are in the process, from the list in part 2 |
| Contacted on (J) | The date of your first email |
| Follow up on (K) | Filled in by the formula: four working days after contact, while the status is Contacted |
| Quote (L) | Their price for your scope, with the currency |
| Deliverables, Usage, Deadline (M–O) | What was agreed, in short: “2 × 30s + 3 hooks + raw”, “Paid social US 3 months” |
| Delivered on, Paid on (P–Q) | Dates, so nothing is left unpaid |
| Usage ends (R) | The last day you may use the videos |
| Renewal check (S) | Filled in by the formula: “Check renewal” in the last 30 days of usage |
| Notes (T) | Anything useful next time: how they took feedback, which hook won |

## Part 2: statuses, follow-ups and renewals

A fixed list of statuses keeps everyone on your team using the same words, so you can filter and count. Add it as a dropdown on the Status column, then let the two formulas tell you who to chase and which licenses are about to end.

> **Part 2: status list and formulas** is included with annual access. [Get annual access](https://ugcstars.com/pricing) or [log in](https://ugcstars.com/login?from=/templates/shortlist-tracker).

### How to use it

- Move a creator along the list as things happen. “Not now” is for creators who were interested but busy: contact them first next time.
- The follow-up formula counts four working days from the contact date. The [follow-up email](https://ugcstars.com/templates/follow-up) is what to send when the date arrives.
- The renewal formula flags each license in its last 30 days. Decide then whether to stop the ads or send a [usage extension](https://ugcstars.com/templates/usage-extension).
- Menu names can differ slightly between versions of Google Sheets and Excel.

## Part 3: an optional fit score

When you’re choosing between several good creators, a simple score makes the comparison less of a gut call. Rate three things from 0 to 3 after watching their samples, and add them up for a score out of 9.

**Fit score**

| Criterion | 0 | 3 |
| --- | --- | --- |
| Niche and audience match | Samples are in an unrelated niche | Samples are in your niche, for people like your customers |
| Format skills | No samples in the format your brief needs | Strong samples in that exact format, such as testimonials |
| Quality and delivery | Unclear audio, weak hooks, cluttered frames | Clear sound and light, strong first seconds, clean product shots |

_Our suggested scale. Adjust the criteria to your campaign._

> **Part 3: fit score columns (paste next to your sheet)** is included with annual access. [Get annual access](https://ugcstars.com/pricing) or [log in](https://ugcstars.com/login?from=/templates/shortlist-tracker).

Use the score to decide who to contact first, not to reject anyone automatically. A lower score with a great sample in exactly your format can still be the right booking.

## A filled-in example

Here are four rows from an example skincare campaign, at different stages. The creators, emails and figures are made up.

> **Example: four creators in a skincare campaign (paste into cell A1)** is included with annual access. [Get annual access](https://ugcstars.com/pricing) or [log in](https://ugcstars.com/login?from=/templates/shortlist-tracker).

At a glance: one creator is done and paid, one quote is waiting on the brand, one follow-up is due on 4 November, and one creator to contact first next time. In a live sheet, columns K and S would hold the formulas rather than typed values.

## Mistakes to avoid

- Statuses in free text. “emailed”, “sent mail” and “contacted” can’t be filtered together. Use the dropdown.
- No usage end dates. Licenses quietly expire while ads keep running. Fill in Usage ends for every booking.
- Tracking in inboxes. Quotes and dates spread across email threads get lost. Copy the key figures into the sheet as they arrive.
- Sharing it widely. The sheet holds creators’ emails and fees. Share it only with the people running the campaign.
- Deleting declined creators. Keep them with a note. “Not now” today can be your first booking next quarter.

## Questions brands ask

**Google Sheets or Excel?**

Either. The sheet and the formulas work in both. Google Sheets is easier when several people update it at once.

**Is there a downloadable file?**

Not yet. The Excel and Google Sheets files are coming soon. The sheet is tab-separated text, so pasting it into cell A1 gives you the same columns now.

**What about data protection?**

The sheet holds personal details such as creators’ emails. Keep it private, limit access to your team, and delete details you no longer need. If you work with creators in the EU or UK, data protection rules such as the GDPR apply.

**Can I track several campaigns in one sheet?**

Add a Campaign column at the start, or use one tab per campaign. Keep the same columns, so you can compare creators across campaigns.

## Before you share it

- The Status column has the dropdown, and everyone uses it.
- The two formulas are copied down every row in use.
- Every booked creator has a quote, deliverables, usage and a usage end date.
- Payments due are visible: Delivered with no Paid on date.
- The sheet is shared only with the people running the campaign.

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