Never Lose Track of an Application
Spreadsheets fail. Get a system that actually keeps you organized.
The Problem with Spreadsheets
You start a spreadsheet with good intentions. A week later it is outdated. You forget to log applications, miss follow-up windows, and lose track of which resume you sent where. In our internal observations, users who switch from spreadsheets to a dedicated tracker report missing significantly fewer follow-up opportunities.
Before vs After: A Real Example
See how tracking transforms a job search.
Using a Google Sheet: missed 12 follow-up windows, forgot which resume version was sent to 8 companies, accidentally re-applied to 3 companies, no idea which job sources performed best.
Using a job tracker: 0 missed follow-ups (automated reminders), every resume version logged, duplicate applications prevented, discovered that direct applications had 3x higher response rate than LinkedIn Easy Apply.
This example reflects common patterns we observe among ApplyWave users transitioning from spreadsheets.
Metrics based on interview invites and responses logged by users in ApplyWave. Individual results vary.
How to Set Up Your Job Application Tracker
Follow these 5 steps to build an effective tracking system.
Create clear stages: Saved → Applied → Phone Screen → Interview → Offer → Rejected. Keep it simple - too many stages creates confusion.
At minimum: Company, Role, Date Applied, Status, Resume Version, Contact Person, Next Action. See our recommended fields below.
Import jobs you have already applied to. Check your email sent folder and job board accounts to find them all.
Configure reminders for 7-10 days after applying. This is the optimal window for a first follow-up.
Spend 10 minutes each week reviewing your pipeline. Move stale applications to "No Response", identify patterns in what is working.
What Fields to Track (Recommended)
Here is an example of a well-organized application tracker with the essential fields.
| Company | Role | Status | Applied | Resume | Contact | Next Action |
|---|---|---|---|---|---|---|
| Stripe | Product Manager | Interview | Jan 5 | PM-Fintech-v2 | Sarah Chen | Prep for Wed call |
| Notion | Sr PM | Applied | Jan 12 | PM-SaaS-v1 | — | Follow up Jan 22 |
| Figma | Product Lead | Phone Screen | Jan 8 | PM-Design-v1 | Mike Ross | Send thank you |
| Linear | PM | Saved | — | — | — | Tailor resume |
| Vercel | Product Manager | Rejected | Dec 20 | PM-DevTools-v1 | — | Archive |
Notice: each application has a specific resume version and clear next action. This prevents the "what did I send them?" confusion.
Common Application Tracking Mistakes
Avoid these pitfalls that derail most job seekers.
- Not logging applications immediately
If you wait until "later", you will forget details. Log every application within 5 minutes of submitting.
- Skipping the resume version field
When a recruiter asks about something on your resume, you need to know which version they are looking at.
- No clear "next action" for each application
Every active application should have a next step. "Waiting to hear back" is not an action - "Follow up on Jan 20" is.
- Never reviewing or archiving old applications
A tracker full of 3-month-old "Applied" entries is useless. Archive rejections and no-responses weekly.
- Tracking too many fields
If you track 20 fields, you will stop updating. Start with 7-8 essential fields and add more only if needed.
How ApplyWave Makes Tracking Effortless
ApplyWave automates the tedious parts of application tracking so you can focus on applying and interviewing.
- Browser extension - Save jobs with one click from any website, auto-fills company and role
- Status pipeline - Drag-and-drop Kanban view of all your applications
- Smart reminders - Automatic follow-up notifications based on when you applied
- Resume versions - Links your tailored resumes to each application
- Analytics dashboard - See response rates, best sources, and conversion metrics
Quality Over Quantity
Many candidates ask "how many applications should I send?" In our observations, users who send 10-15 well-tailored applications per week often see better results than those sending 50+ generic ones. A good tracker helps you focus on quality by showing you what actually works.
Frequently Asked Questions
Can I import my existing applications?
Yes. You can manually add past applications or use our browser extension to quickly save jobs you have already applied to. Check your email sent folder to find applications you may have forgotten.
How do follow-up reminders work?
ApplyWave tracks when you applied and automatically suggests follow-up timing. You get a notification when it is time to reach out again - typically 7-10 days after applying, which is the optimal window for a first follow-up.
Does it work with any job board?
Yes. The browser extension works on LinkedIn, Indeed, Glassdoor, company career pages, and any other job site. One click saves the job to your tracker with company and role pre-filled.
What is the best way to organize application statuses?
Keep it simple: Saved, Applied, Phone Screen, Interview, Offer, Rejected. Avoid creating too many stages - it makes updating tedious. You can always add stages later if needed.
When should I follow up on an application?
If you have not heard back in 7-10 days, a polite follow-up is appropriate. After that, wait another 7-10 days for one more follow-up, then move on. ApplyWave reminds you at the right time automatically.
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Start tracking freeRelated Guides
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