We can all agree that the job search process is stressful - no matter where you are in your career. And the mess of resumes, cover letters, and important documents scattered across folders, emails, and job boards makes it even harder.
On top of that, recent statistics show that most applicants will need to submit 100–200 applications before landing their next role. Imagine storing and tracking that much data manually!
So, it makes sense that you want a system to keep everything in one place. The 2 main tools that most job seekers use for this are job trackers (like ours) and spreadsheets. Both have their pros and cons, so deciding what’s best for you depends on your use case.
Job Tracker Apps — The All-In-One Solution
Job tracker apps aren’t just about storing job listings and tracking application dates. The right ones go beyond just organizing data and tracking your performance.
They save you time by pulling job details into a central dashboard, reminding you of deadlines and follow-ups, even helping you craft tailored resumes (since many job trackers, like Careerflow’s, are part of a full-service job search platform). Instead of sifting through emails, bookmarks, and folders every time you need to apply or follow up, everything is neatly organized in one place.
How Our Job Tracker App Works
Our job tracker gathers and organizes key details from job listings across multiple platforms and displays them in a single, easy-to-use dashboard. As you move applications through different stages - saved, applied, interviewing, etc. - it tracks your progress, connects the dots, and offers insights to refine your job search strategy.
With this one tool, you automate a big chunk of your job search process - the listings are saved with a single click, resumes are found without hassle, reminders are given for deadlines and follow-ups, and so much more. This saves heaps of time, so you can focus more on upskilling and preparing for interviews instead of browsing through bookmarks and emails just to apply and follow up.
Tip: If you're already midway through your job search journey and want to switch from an old spreadsheet to our job tracker, you can import all the data using the “bulk import” feature (found at the top right corner of the dashboard).
Here, take a closer look at our Job Tracker’s features:
Chrome extension allows 1-click job import
When you’re browsing jobs, our Chrome extension lets you import all details with one click. The job title, company, location, salary, deadline, and contact info - everything is automatically pulled into your dashboard, so you don’t have to manually copy and paste anything.
This is particularly useful because some job listings disappear before you get a chance to review them. Also, by saving them instantly, you’ll always have a reference for interview prep (since job descriptions are basically cheat sheets for interviews).
Kanban-style dashboard for easy access
Once you save enough jobs and begin applying, our intuitive dashboard allows you to log your progress by dragging and dropping the job cards from one tab to the other. There are no complicated click-throughs, just simple details, all available to view at a glance (except for more minute details like the recruiter’s contact number or your personal notes).
Custom labels and tags for status updates
Not every job application fits neatly into predefined categories. Maybe you’ve been shortlisted but haven’t received an interview invite yet. Or perhaps you’re waiting on an internal referral before officially applying. You can add custom tags to your job cards and keep track of these details, in addition to segmenting them within the dashboard. This ensures nothing falls through the cracks.
Analysis of your job trends
Our job tracker doesn’t just store data - it helps you recognize patterns in your job search. Maybe you’re primarily applying for one role, but most responses are coming from a slightly different position. Or you might notice that your applications perform better with certain types of companies. These insights can help you refine your strategy and apply smarter.
Resume integration for tailored applications
Each job application is different, and you often tweak your resume and cover letter accordingly. Our tracker saves the specific documents you used for each job, so if a similar opportunity pops up, you can quickly access and reuse your best version instead of starting from scratch.
Follow-up emailer & Deadline Reminders
As we mentioned earlier, it can take you 100s of applications and interviews before you land your dream role. That means 100s of follow-up emails and reminders needed to meet important deadlines. So, instead of juggling reminders in separate apps, our job tracker lets you schedule them directly within the dashboard. No more switching between calendars and job boards, just to send a quick follow-up email.
All this for FREE
All the essential job-tracking features are free forever. There are premium features available, but the core functionality - saving jobs, tracking applications, setting reminders - comes at no cost.
There’s only one real downside. Like any new tool, there's a small learning curve. But once you get the hang of it, you’ll wonder how you ever managed your job search without it.
Job Tracker Spreadsheet Templates
Spreadsheets - whether in Google Sheets, Excel, or Notion - have long been a go-to method for job tracking. They offer a simple, flexible approach: just download a template or create your own, then manually enter job details into designated columns.
While spreadsheets lack the automation and built-in features of job-tracking apps, they still serve the same core purpose - helping you stay organized as you move through the job application process. The appeal lies in their familiarity and simplicity. Most people already know how to use spreadsheets, so there’s little to no learning curve.
Here are some features and limitations of using spreadsheets for job tracking.
Fully customizable
One of the biggest advantages of using spreadsheets is the ability to structure your job tracker however you like. You can add custom columns for recruiter contacts, interview notes, follow-up status, or even color-code different stages of your applications. If you enjoy organizing data your own way, spreadsheets give you total control.
Works without sign-ups
Unlike job tracking apps that require creating an account, spreadsheets are ready to use instantly. Whether it’s a downloaded Excel file or a Google Sheet saved in your drive, everything is locally stored or cloud-based without needing a separate platform.
Lack of Automation
The biggest limitation of spreadsheets is the lack of automation. Every detail (URLs, descriptions, salaries, locations, contact details) about a job you want to save has to be entered manually. On top of that, updating statuses, and setting up formulas or conditional formatting for better visualization - it all takes time. This can be too time-consuming, especially when handling 100+ applications.
No Built-in Notifications or Reminders
Since spreadsheets don’t send automatic alerts, you’ll need to rely on separate calendar reminders or manually check your sheet to stay on top of deadlines and follow-ups.
Risk of Becoming Cluttered
As your job search progresses, the spreadsheet can become overwhelming, especially if you’re managing dozens of applications. Without proper organization, it can be easy to lose track of important details, resulting in missed opportunities.
Job Tracker Spreadsheet Templates to Get Started
If you prefer using spreadsheets, here are some publicly available templates to help you set up your job-tracking system:
- StandOut CV Job Tracker
- The Head Hunters Job Tracker
- Notion Job Tracking Template (Not a spreadsheet, but offers similar functionality)
Note: Careerflow has no affiliation with these templates; they are provided as examples for reference.
The Evolution of Job Application Tracking
There was a time when job hunting meant going through the classifieds, marking potential jobs with a highlighter, and making calls or showing up in person.
Back then, landing a job was as much about your network as your skills.
A recommendation from your uncle's golf buddy could get your foot in the door faster than any perfectly crafted resume. The volume of applications was manageable because, well, there were physical limitations to how many jobs you could realistically apply to.
Then, the internet changed everything.
Suddenly, job hunting went from a weekly ritual to a 24/7 possibility. With just a few clicks, you could fire off applications to 20+ companies before lunch— great for job seekers, but imagine being on the receiving end.
Recruiters went from handling a steady trickle of applications to managing a flood of resumes every single day. And now technology has cranked up the volume to eleven with AI. You can apply to over 100 jobs in a day using various automation tools. The local accounting position that might have gotten five phone calls in 1990 now receives 200+ applications within hours of posting.
This is exactly why recruiters now rely heavily on Applicant Tracking Systems (ATS). They're not trying to make your life difficult – they're just trying to stay afloat in a sea of resumes. When you're being sent hundreds of AI-assisted applications per role, you need something to help filter out the noise and surface the most qualified candidates.
As a result, if your resume isn't ATS-friendly in 2025, you're essentially invisible to most employers. It doesn't matter how qualified you are if the system can't parse your experience properly.
So, in a nutshell, the job search game has fundamentally changed. Just as we've evolved from paper maps to GPS navigation, we've had to embrace digital solutions for job hunting. Both sides of the hiring equation – applicants and recruiters – are using technology not just as a convenience but as a necessity to keep pace with the modern job market.
Why digital tools are so important to your job search
As we just discussed, things have changed - A LOT - so should you. It’s practically impossible to do things the old-fashioned way and still be ahead of your competition.
The sheer volume of applications, follow-ups, and interactions means you need a better system. And that is why these digital tools exist. Instead of scrambling through old emails to find out when you applied or whether you followed up, a tracker gives you a clear snapshot of where you stand with each opportunity. That way, you’re not just blindly sending out resumes - you’re running a strategic job search.
Now, we get that some people don’t like to rely on tools, thinking they can do it manually. But the thing is, if you aren’t using a job tracker, plenty of the applicants you’re competing with certainly are. And they’re showing up to interviews more prepared, following up at the right times, and generally looking like they have their act together - because they do.
If you’re still unsure, start simple. Try out a spreadsheet template like the ones we linked above. Or, if you want to take things a step further, set up a FREE account with Careerflow’s Job Tracker and see how it compares.
No matter what tool you go for, we just want to help de-stress your job search.
