How to track job applications without creating busywork

Use five stages with clear meanings

• Saved: worth considering, but not submitted.
• Applied: submitted and awaiting a response or follow-up.
• Interview: any recruiter screen, assessment, or interview is active.
• Offer: a written or verbal offer is being evaluated.
• Rejected: the employer declined, the role closed, or you withdrew.

Move a card when the real-world state changes. Avoid extra stages for every email; capture those details in Notes instead.

Capture just enough context

Save the original job URL, the source, location, salary range, and resume version. These fields help when a recruiter calls after the posting has disappeared. Add the next action date only when there is a concrete action, not as a vague reminder.

The sample CSV shows a practical field set if you are moving from a spreadsheet.

Run a 15-minute weekly review

1. Review Applied cards with no recent activity and decide whether to follow up.
2. Confirm every upcoming interview has a time, location or link, and preparation notes.
3. Close roles that are no longer active instead of leaving the board ambiguous.
4. Look at response rate by source and resume version, then adjust future applications.
5. Download a JSON backup.

The goal is not a perfect database. It is fewer missed follow-ups and better decisions about where your effort works.