Capture the facts once
For each opportunity, save the title, employer, original job link, date found, date applied, location, contact, and the version of your CV you sent. Record the source because listings may be mirrored and later removed.
Choose a small set of stages that reflect your real process: interested, preparing, applied, interview, offer, closed. Add a next action and a date whenever you move a role forward.
Follow up with purpose
Use the employer’s stated timeline first. If no timeline is given, send a brief, courteous check-in after a reasonable interval. Mention the role and application date, confirm continued interest, and ask whether there is an update. Avoid repeated messages across several channels.
After an interview, note the questions, examples you used, names and roles of interviewers, and the next date they gave you. Send a concise thank-you if appropriate, then prepare the next step while the discussion is fresh.
Protect your own information
Keep private notes factual and respectful. Do not store identity documents, bank information, passwords, or sensitive personal details in a general notes field. Share application materials only through the employer’s intended secure channel.
Close or archive roles that are filled, withdrawn, or no longer suitable. A closed application is useful learning: record one thing to improve, then move on without changing facts about your experience to fit a later application.
Action checklist
- Save the original job link and the date you applied.
- Record a stage, next action, and follow-up date.
- Prepare interview examples against the role’s requirements.
- Keep notes factual and avoid sensitive personal data.
- Close stale applications and review what you learned.