Job application tracking: a simple system that works
How to track job applications with a simple spreadsheet: the columns worth keeping, statuses, follow-up dates, and saving postings before they disappear.
By the JobFill team · · 6 min read
Once you’re applying to more than a handful of roles, memory stops being a reliable system. Which version of your resume did you send? Did you already apply to that company last month? Is it time to follow up? A simple tracker answers all of these in seconds, and it takes less than a minute per application to keep up to date.
Start with a spreadsheet
You don’t need special software. A spreadsheet is flexible, sortable, private if you want it to be, and yours to keep. Create one row per application and these columns:
| Column | What to record |
|---|---|
| Company | Who you applied to. |
| Role | The exact job title from the posting. |
| Link | The posting URL — plus a saved copy, because postings disappear. |
| Date applied | When you submitted. |
| Resume version | Which file you sent, e.g. “Resume – product v3”. |
| Status | One of a fixed set of values (see below). |
| Next step | What happens next and who owns it: “Wait for reply”, “Send thank-you”. |
| Follow-up date | When to check in if you haven’t heard back. |
| Contact | Recruiter or hiring manager, if you know them. |
| Notes | Salary range discussed, interview feedback, questions to ask. |
Use a small, fixed set of statuses
Free-text statuses become impossible to sort. Pick a short list and stick to it, for example:
- Saved — interested, not applied yet.
- Applied
- Screening — recruiter call or assessment.
- Interviewing
- Offer
- Closed — rejected, withdrawn or no response after follow-up.
Filter by status to see what needs attention, and sort by follow-up date to plan your week.
Save every posting
Job postings are frequently taken down once a role closes — often while you’re still in the process. Save the full text (a PDF from your browser’s print dialog works) and link it from your tracker. You’ll want it when preparing for interviews.
A weekly routine
- After every application: add the row immediately, while the details are fresh.
- Once a week: sort by follow-up date, send the follow-ups that are due, and move stale applications to Closed.
- After every interview: note the questions you were asked and who you met.
Does JobFill track applications?
No — deliberately. JobFill keeps no history of the sites you visit or the applications you fill, as part of keeping your data on your device and to itself. Keep your tracker wherever you’re comfortable, and let JobFill’s autofill save you time on the forms.
Autofill your next application with JobFill
A Chrome extension that fills job applications from a profile kept on your device.