Career Advice

How to Keep Track of Job Applications the Smart Way

Use a standard spreadsheet to track your job applications, or a dedicated job search tool. With a spreadsheet, record key details, like deadline dates.

A smart way to keep track of job applications is to use a job search management tool. Or, you can use a spreadsheet to manually organize key details like job titles, companies, deadlines, and follow-up dates. Have everything in one place for easy access and better organization.

Job hunting is more or less a full-time job—between finding new opportunities, tailoring your resume, and submitting applications, it’s a lot to manage.

And without a clear system, it’s easy to lose track, miss deadlines, or forget about roles you told yourself you’d apply to later… tomorrow… or maybe next week.

In this guide, I’ll walk you through how to keep track of your job applications in a way that keeps the whole process smooth and manageable.

The Smartest Way to Manage Job Applications

Using a job search organizer tool is the best way to manage job applications.

Instead of juggling multiple notes, emails, and bookmarks, an organizer tool helps you keep everything in one place. You can track application statuses and store job descriptions for future reference—all without constantly hopping between different pages or notes.

With a job search organizer, you can automatically track which companies you’ve applied to and whether you need to submit an application.

On the other hand, you could use a simple spreadsheet which is usually good enough, but you’ll still have to manually record key details (more on that later).

Use a job search organizer tool

You can use a job search organizer tool like Rezi AI Job Search to manage almost everything from a single dashboard, as shown below.

Here’s a quick breakdown of each tab:

All Jobs – Discover job openings by entering a job title and location. You can also apply filters to refine your search.
Saved – A list of job listings you’ve bookmarked to revisit later.
Applied – Jobs you’ve submitted an application for.
Interviewing – Roles where you’ve progressed to the interview stage.
Rejected – Positions where you didn’t move forward.

For example, if you're looking for a “Content Manager” role in the U.S., you can browse available listings directly within the platform.

Next, you can:

Browse through available job listings for your particular role and location.
Select “Target Resume” to tailor an existing resume for the role.
Click the heart icon to save a job post.
Use the three-dot menu to update the application status (e.g., no status, applied, interviewing, rejected).

This setup helps you track your job search end-to-end—from finding job opportunities to managing application progress. We’re still expanding job listings and locations, so over time, you'll be able to manage even more of your job search from a single dashboard.

Side note: Teal, Huntr, and LinkedIn also offer similar functionality. If you're comparing options, check out our breakdown of Rezi vs. Teal for a closer look at how the two tools stack up.

How to Keep Track of Job Applications Using a Spreadsheet

This is how to keep track of job applications:

Create a folder dedicated to your job search.
Open up a spreadsheet.
Add the essential columns (i.e., job title, company name, job posting link, application deadline, application status, interview date, resume and cover letter used, hiring manager contact info, follow-up dates, and feedback).
Use reminders and to-do lists.
Minimize the number of tools you’re using.
Turn on job alerts and notifications.

Below, we’ll go through each step in more detail.

1. Create a folder dedicated to your job search

Start by creating a single folder on your device or cloud storage (like Google Drive, Dropbox, or your desktop) dedicated to your job search. This is where you’ll keep all relevant documents in one place, making it easier to stay organized.

Name the folder something simple and clear, such as “2025 Job Applications” or “Job Search.” Inside, you can also create subfolders for things like “Resumes” and “Cover Letters.”

2. Open up a spreadsheet

Use a spreadsheet (like Google Sheets, Excel, or Notion tables) to stay on top of all the job openings you’re interested in.

This is more effective than using handwritten notes or post-its, which can easily get lost. In contrast, spreadsheets provide a clear, organized overview of your job search and are easy to update, customize, and access from any device—especially when using cloud-based tools like Google Sheets.

3. Add the essential columns

Here are the essential items to track when searching for new jobs:

Job title. The title of the role you're applying for in the target job ad.
Company name. Name of the employer or organization.
Job posting link. Direct URL to the job listing.
Application deadline. The last date to apply for the role.
Application status. Track whether it’s applied, rejected, pending, or not started.
Interview date(s). Any scheduled interview dates.
Resume & cover letter. The resume and cover letter you submitted for this role.
Hiring manager contact info. Name and email of the recruiter or hiring manager.
Follow-up dates. When to follow up after applying or interviewing.
Feedback. Notes or responses received from the employer.

It’s usually worth sending a follow-up email after an interview. It’s also worth recording all feedback from your prospective employer to help improve your resume or cover letter for future job applications.

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4. Use reminders and to-do lists

Set reminders and to-do lists to stay on top of important tasks. Use your phone, calendar app (like Google Calendar), or a task manager (like Notion) to schedule follow-ups, interview prep, and application deadlines.

For example, set a reminder to follow up a week after submitting an application or to prep the day before an interview. This helps you stay proactive and avoid missing key steps—especially when you're applying for multiple job openings at once.

5. Minimize the number of tools you’re using

Using too many apps, documents, or platforms can make the process feel more overwhelming.

Stick to one or two main tools, like a spreadsheet and a calendar, or an all-in-one tool like Rezi’s Job Search Tracker.

Keeping things simple makes you less likely to fall under analysis paralysis and reduces distractions so that you can focus on what matters most.

6. Turn on job alerts and notifications

Enable job alerts on platforms like LinkedIn, Indeed, or Glassdoor to get notified as soon as new roles matching your interests are posted. You can set filters by job title, location, company, or remote work options to receive more relevant results.

This saves time and keeps you one step ahead, so you’re not constantly searching for new listings. Make sure to also keep tabs on your top 2–3 job boards instead of spreading yourself too thin across too many platforms.

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Why You Should Always Track Your Job Applications

Tracking your job applications is essential for staying organized, following up on time, and keeping your job search efficient. Without a clear system, it’s easy to lose track, miss deadlines, or forget where you’ve applied—leading to confusion, missed opportunities, and even hurting your chances in interviews if you can’t recall which resume you used or when you applied.

Here’s an overview of why you should always track your job applications:

Make sure nothing slips through the cracks. Keeping all your job details in one place helps you avoid missing important things, like an interview invite buried in your inbox or forgetting which version of your resume you submitted.
Less stressful process. No one likes feeling disorganized or scrambling to find details last minute. Tracking everything keeps you calm and in control.
Avoid duplicate job applications. Applying twice to the same company for the same role isn’t a good look and can hurt your chances.
Timely follow-ups. Know when to check in or follow up with employers.
Better interview preparation. Easily review the company job description and what you submitted in case prospective employers ask about specifics.
Spot patterns and improve. You might notice that a particular type of role or company leads to a higher response rate, which is an insight you could then use to refine your job search strategy.

Summary

Let’s recap on how to keep track of your job applications:

Use a job search organizer tool—or a well-structured spreadsheet—to keep everything in one place.
Create a dedicated folder for your job search so that all relevant documents are easy to access.
Open up a spreadsheet using Google Sheets, Excel, or Notion.
Add essential columns like job title, company name, application status, interview dates, and follow-up reminders.
Use reminders or to-do lists to stay on top of deadlines and key tasks.
Minimize the number of tools you’re using.
Turn on job alerts and notifications from your preferred job boards to stay ahead of new opportunities.

And if you want a smoother process from building resumes and cover letters to managing your job applications, Rezi AI is a great place to start.

FAQs

How do I stay organized when job searching?

To stay organized during your job search, keep everything in as few places as possible—use a spreadsheet, document, or a dedicated tool. Avoid juggling multiple systems, as it can quickly become messy and overwhelming. If you're not using a specialized tool, you can use a spreadsheet to track job applications and then a separate document to store your resume. In your spreadsheet, include key details like company names, job titles, application dates, deadlines, and follow-up actions. Additionally, setting a job search routine and categorizing jobs by priority can help make the process smoother.

What are the best job searching tools?

The best job search tools help you find opportunities, track applications, and customize your resume and cover letter in one place. Rezi is a great option, allowing you to manage applications, discover job openings, and create tailored resumes and cover letters all in one platform. Other popular tools for managing your job search include Teal, Huntr, and LinkedIn.

How do I track open job positions?

You can track open job positions using a dedicated job application tracker like Rezi AI Job Search. If you decide not to use a job management tool, a simple spreadsheet is good enough. Regularly check job boards and set up job alerts to get notified of new opportunities. Add those new open job openings to your spreadsheet and record key details such as job titles, company names, application deadlines, and job posting links.

What are all the items I should track while searching for a job?

Here are the essential items to track when searching for new jobs:

Job title
Company name
Job posting link
Application deadline
Application status
Interview date(s)
Resume and cover letter used for the job application
Hiring manager contact details
Follow-up dates
Feedback

Astley Cervania

Astley Cervania is a career writer and editor who has helped hundreds of thousands of job seekers build resumes and cover letters that land interviews. He is a Rezi-acknowledged expert in the field of career advice and has been delivering job success insights for 4+ years, helping readers translate their work background into a compelling job application.

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