Track every application in one place, on the day you send it. Record the company, role, link, date applied, the resume version you used, the status, and the next step with a date. Update the status from your email, since every change (confirmation, assessment, interview, rejection) arrives there. If you haven’t heard back after about a week, follow up.
- Log each application the moment you send it. If you leave it for later, it gets forgotten.
- Note which resume version you sent, because you’ll need it when a recruiter calls.
- Every status change arrives by email, so that’s where your tracker should update from.
- Give every open application a next step and a date, or it quietly goes stale.
- Already have a spreadsheet? Import it instead of starting over.
01What to record for every application
| Field | Why it matters |
|---|---|
| Company and role | The basics. Add the job ID if the posting has one, since companies often post the same title many times |
| Link to the posting | Postings come down after they close, so save the link and a copy of the description |
| Date applied | Tells you when to follow up and how long each employer takes |
| Resume version | So you know exactly what the interviewer is reading |
| Status | Applied, assessment, interview, offer or rejected |
| Next step and date | The one field that keeps the list moving |
| Contact | The recruiter or hiring manager, if you find one |
Company: [company] Role: [role] (job ID [job ID]) Link: [posting URL] Date applied: [date] Resume version: [resume file name] Status: Applied Next step: Follow up on [date + 7 days] Contact: [name, email] Notes: [anything worth remembering]
02Keep the list of statuses short
Stick to a few statuses that can’t be confused, like Applied, Assessment, Interview, Offer and Rejected, so you can sort and count them. Record rejections too. They show which kinds of roles aren’t replying, and a row that still says “Applied” two months later is misleading.
03When to follow up
- About a week after applying, send a short note if you can find the recruiter or hiring manager. Name the role, add one line on fit, and say you’re still interested.
- After an interview, send a thank-you the same day. If they didn’t say what happens next, ask.
- If two to three weeks pass in silence, one more short follow-up is reasonable. After that, move on and keep applying.
Hi [name], I applied for the [role] position ([job ID]) on [date] and wanted to let you know I’m still very interested. [One sentence on the most relevant thing you’ve done.] I’m happy to send anything else that would help. Thanks, [your name]
04Why spreadsheets go stale
A spreadsheet only knows what you type into it, but every change in a job search shows up as an email, whether it’s the confirmation, the assessment invite, the interview request or the rejection. With a handful of applications that’s fine. At dozens a week, updating rows by hand is the first thing you’ll skip.
Two habits help. Add the row before you close the application tab, and go through your inbox once a week to update statuses. Or use a tracker that reads those emails for you.
05Bring the list you already keep
If you’ve kept a spreadsheet, a Notion board or just a list in your notes, you don’t have to retype it. Aplyr’s tracker can read what you already have and turn it into tracked applications.
| Where your list lives | How to bring it in |
|---|---|
| A spreadsheet (Google Sheets, Excel, Numbers) | Export it as a CSV and upload it |
| A PDF or Word document | Upload the file (text-based, up to 8MB) |
| Notion, notes or a quick list | Paste the rows straight in, in any rough format |
| Confirmation emails | Forward them to your Aplyr Inbox address |
| Your Gmail history | Scan your inbox for past applications (paid plans) |
- We pull the applications out of your file or list, with the company, role, status, date applied, location, link and notes, and match each status to the tracker’s own (applied, assessment, interview, offer, rejected and more).
- You review them first. Nothing is added until you’ve checked the list, so fix anything that was read wrong, remove what you don’t want, and then import.
- Duplicates get flagged, whether they’re already in your tracker or listed twice, so you don’t end up with copies.
- On paid plans, the updates keep coming. Pick the inbox to watch (a connected Gmail or your Aplyr Inbox), and later confirmations, interview invites and rejections from those employers are matched to the imported applications automatically.
FAQFrequently asked questions
What’s the best way to track job applications?
Keep one list with the same fields for every application. Update it the day you apply, and again whenever an email changes the status. A spreadsheet works at low volume, and a tracker that reads your email saves time once the volume goes up.
How long should I wait before following up?
About a week after applying, and the same day after an interview. If you still haven’t heard after two to three weeks, one more short note is reasonable.
Can I import my job application spreadsheet?
Yes. In Aplyr you can upload a CSV, PDF or Word file, or paste a list. We detect the applications for you, you review them before anything is saved, and duplicates are flagged. Your first import is free.
Should I track rejections?
Yes. They show which kinds of roles and companies aren’t responding, so you can change where you apply.
- Common practice from recruiters and career services on application tracking and follow-up timing.