Application Tracker - Manage Your Job Search End to End

Your generation history holds the PDF documents. The Application Tracker holds the outcomes - where each application stands, who your contact is, when you need to follow up, and how it all ended. This guide walks through the real feature, screen by screen: the two views, the 10-status pipeline, both ways to add an entry, next actions, filters, exports, and the per-plan capacity rules.

What the Tracker Does

The Application Tracker is the long-term, editable record of every job you apply to. For each application you can record:

• Status - where the application stands in the 10-status pipeline
• Priority - High, Medium, or Low, shown as a color marker on the card
• Next action - a follow-up reminder with an optional due date
• Comments - free-form notes you keep adding to as things develop
• Contact person - name, Email, Phone, plus company Website and Address
• Application details - how you applied (Electronic, In Person, Phone), Workload (Full-time or Part-time with a Workload %), and a Rejection reason if it ends that way
• Documents - the generated cover letter, application email, and other files, when the entry was imported from a generation

Every entry is editable, and every meaningful change (status, priority, next action, comments, exports) is time-stamped in the entry's Activity log.

Tracker vs. Generation History

Generation history and the Application Tracker look similar on the surface - both are lists of jobs. They serve different purposes.

Put simply: history holds the PDF; the tracker holds the outcome. When you import a generation into the tracker, the documents are copied to the tracker entry - they stay downloadable even after the original history entry expires on its short retention clock.

Two Views: Board and List

The View toggle at the top of the tracker page switches between Board and List. Both show the same data.

Board View

The board is a kanban with five columns that group the ten statuses by phase:

• Drafts - entries you haven't submitted yet
• Applied - everything sent and awaiting movement (Applied, Waiting, Follow Up)
• Interviewing - Interview 1 and Interview 2
• Offers - Offer and Accepted
• Closed - Rejected and Withdrawn

Drag a card into another column to move it to that phase (on mobile, tap the card's move control, then tap a column). Dropping a card on a grouped column sets the column's entry status - for example, dropping on Interviewing sets Interview 1. To pick a specific status within a column (say, Waiting instead of Applied), use the status control on the entry itself, which lists all ten statuses grouped by column.

Cards show the job title, company, priority marker, a next-action badge, and a small no-response counter: for entries in Applied, Waiting, or Follow Up, once three or more days pass without recorded contact, the card shows the day count - gray at first, orange past a week, red past two weeks. It's a built-in nudge to follow up before an application quietly dies.

List View

A compact table with columns for Company, Job Title, Status, Priority, Next Action, and Updated. You can sort by Last updated, Date created, Company, Status change, or Action due.

The list view is also where you work in bulk: select multiple rows and use Change Status to move them all at once (for example, marking several stale applications Rejected after a batch of "thanks, but no" emails), or Delete to remove several entries in one confirmed action. Deletes are permanent.

The 10-Status Pipeline

You update the status manually as the application progresses - the tracker never guesses.

Every status change is time-stamped in the entry's Activity log, so months later you can still see exactly when each transition happened.

Two Ways to Create an Entry

The Add button at the top of the tracker opens a menu with two paths.

1. Import from History

Choose Import from History to pull in a completed generation. A dialog lists your generations with a search box (company, job title, or location) and an Imported filter; entries already in the tracker show an In Tracker badge and can't be imported twice. Click Import and the entry is created with the job details, company information, and generated documents attached.

You can also start from the other side: in your generation history, each completed entry has an Add to Tracker action that does the same thing.

This is the most common path - generate the documents, send the application, import it. Imported entries also carry the job description and, when available, Company Insights (overview, culture, news and trends, interview tips, and more from the generation's company research).

2. Manual Entry

Choose Manual Entry for applications that never went through the generator - a referral, a recruiter's email, a walk-in. The Add Application dialog asks for Company Name, Job Title, and optionally Location and Job URL. Everything else - contact, priority, dates, application details - you fill in afterwards on the entry itself.

The URL is stored for reference only; the tracker doesn't scrape it to auto-fill fields. If you want parsed job data and documents, run the posting through the generator first and import that generation instead.

Duplicate Detection

If you add a manual entry with the same company and job title as an existing one, a Similar application found dialog warns you before creating a second entry. Choose Add anyway if it genuinely is a different role at the same company. Generation imports can't duplicate at all - an already-imported generation simply shows In Tracker.

The Application Details View

Click any card or row to open the entry. The detail view (with an Open full page option for the full-width version) is where the record lives:

• Application Information - applied date, priority, status, and the collapsible Application details section: Application Method (Electronic, In Person, Phone), Workload (Full-time, or Part-time with a Workload %), and the Rejection reason field.
• Contact - contact person, email, phone; plus company website and address fields.
• Documents - the attached files, with per-document downloads and, on Premium, Download All (ZIP).
• Job Description and Company Insights - carried over from the generation, when the entry was imported.
• Activity - the automatic audit trail: Created (with whether it was a manual entry or created from a generation), Status changed, Priority changed, Next action set, Note updated, Exported, and more, each time-stamped.
• Comments - the free-form journal. Post as many as you like; each is dated, and you can delete any of them.

For Swiss job seekers registered with the RAV: the Application details fields and the export columns (date, company, contact person, job title, workload, method, status, rejection reason) line up with what the monthly proof-of-job-search form asks for. Keep the tracker current and the export practically fills the form for you.

Next Actions

Each entry can hold one Next action - the single thing you need to do next. Pick a type - Follow up, Prepare interview, Send documents, Negotiate, or Custom - and optionally add a short Label and a Due date.

The next action appears as a badge on the card: a countdown while there's time (for example "3d"), Due today on the day, and a red Overdue! once the date passes. You can also filter the whole board by due state and sort the list by Action due, so overdue commitments surface immediately.

This is an in-app visual flag, not an email reminder. The tracker doesn't send follow-up emails when an action falls due - the only tracker emails are the retention warnings described below. If you need calendar-grade reminders, use your calendar; what the tracker gives you is a reliable visual cue every time you open it.

Filters and Search

Both views share a filter bar (collapsed behind a Filters button on mobile):

• Search - free-text across your entries
• Updated - activity recency: last 7d, 30d, 60d, 180d, 365d, or All
• Due - next-action state: Overdue, Today, within 7d or 30d, or Any
• Priority - High, Medium, Low, or Any

The list view additionally filters by status. A counter shows how many entries match out of your total, and Clear all resets everything.

Per-Plan Capacity

Every plan includes the tracker; the cap is how many entries you can hold at once:

When you're at the limit, the tracker shows a Tracker full banner with your count and an Upgrade shortcut, and both add options are blocked until you delete an entry or move to a bigger plan. Deleting old Rejected or Withdrawn entries is usually the quickest way to free a slot.

Downgrading with more entries than the new cap starts a 7-day grace period. You get an email when the downgrade lands and a reminder a day before the deadline. Within those 7 days, either delete entries yourself (you choose what goes) or upgrade again. If you're still over the limit when the grace period ends, the oldest excess entries - by last update - are removed automatically. Don't sit on it: export first, then trim.

365-Day Retention

Every tracker entry is kept for 365 days from when it enters the tracker - not from the last time you touched it. After a year, the entry and its attached documents are deleted.

That covers a full annual job-search cycle, but the tracker is not a lifetime archive. You get two warning emails before an entry expires - 30 days and 7 days ahead - so there's time to export anything you want to keep. The 365-day window cannot be extended, and expired entries cannot be recovered. Export first, then let it expire.

Exporting Your Tracker

The Export button opens the Export Applications dialog. Filter what goes into the file - free-text search, a Date range (All time, Last 7 days, Last 30 days, Last 3 months, or Custom with from/to dates), and a Status filter - then pick a format:

• CSV - opens in Excel or Google Sheets. Columns: Applied Date, Company (with address), Contact Person, Phone, Job Title, Workload, Method, Status, and Rejection Reason - the layout Swiss job-search documentation expects.
• PDF documents - the same table as a formatted, printable document.

Exports are generated in your browser, cost no credits, and are available on every plan. A monthly export is cheap insurance against the retention clock.

Separately, each entry's Documents section offers per-file downloads on every plan, and Download All (ZIP) on Premium - one ZIP per entry containing its attached documents, with the formats controlled by your plan's download permissions and your bulk-download preferences in settings.

What the Tracker Does Not Do

So there are no surprises:

• No follow-up emails. Next-action due dates are visual flags inside the app. The only tracker emails are the retention warnings (30 and 7 days before expiry) and the downgrade grace-period notices.
• No auto-fill from a pasted URL. The Job URL on a manual entry is stored for reference. For parsed job data, go through the generator and import the generation.
• No offer-comparison screen. To weigh offers, open the Offers column and keep salary, benefits, and start-date details in each entry's comments.
• No credit cost. Creating, editing, and deleting tracker entries is free. Credits are only spent on AI actions (parsing, generation, interview sessions) - the tracker itself is always free within your plan's capacity.

Tips for Getting the Most Out of the Tracker

• Import right after you apply. The 365-day clock starts when the entry is created either way, and importing while the generation is fresh attaches everything cleanly.
• Update statuses the same day. A tracker with stale statuses is a tracker you stop trusting. It takes seconds.
• Watch the no-response counter. When a card in the Applied column shows an orange or red day count, that's your cue to move it to Follow Up and actually follow up.
• Set a next action on every open entry. Pick Follow up with a realistic date the moment you hit send - it's the single best defense against applications silently going stale.
• Record the rejection reason immediately. Two months later you won't remember whether it was "position filled internally" or "wanted more cloud experience". Patterns across rejection reasons are genuinely useful feedback.
• Use comments like a journal. The recruiter call, the interviewer's name, the odd question they asked - future-you will thank present-you when the company circles back in six months.
• Export monthly. Especially before a downgrade and whenever retention warnings arrive.

Privacy and Data

Tracker entries live in your account and are accessible only to you. Your comments and attached documents are stored encrypted, and nothing in the tracker is shared with third parties.

Deleting a tracker entry does not delete the corresponding generation-history entry - they're separate records. Likewise, a history entry expiring on its 1/7/30-day retention doesn't touch the tracker entry or its copied documents.

Related Guides

• Generation History and Downloads - the short-lived staging area for generated files. Import into the tracker for long-term records.
• How to Generate Your Application Documents - create the documents that attach when you import a generation.
• AI-Powered Interview Preparation - when a status moves to Interview 1, this is where you prepare.
• Subscription Management - plan changes, including what the tracker's downgrade grace period means for your entries.

The tracker is a small change in habit and a big change in confidence. Two minutes per application, updated as things happen, and a year from now you'll still know exactly who said what and when.