How to Track Job Applications in Notion (Free Template + Setup Guide)

Notion has become the productivity tool of choice for millions—including job seekers who want more control over their application tracking than a basic spreadsheet provides.

Unlike Google Sheets or Excel, Notion lets you:

• Create custom views (Kanban, Calendar, Table).
• Link related data (companies, contacts, notes).
• Add rich content (PDFs, links, embedded docs).
• Build automations (reminders, status changes).

This guide walks you through building a complete job application tracker in Notion from scratch—or you can skip ahead and duplicate our free template.

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Option 1: Duplicate the Free Template (Quick Start)

If you want to get started immediately, we’ve built a ready-to-use template.

Duplicate the JobPilot Notion Tracker Template

The template includes:

• Applications Database: Track every job with status, company, salary, and dates.
• Companies Database: Research and notes on target companies.
• Contacts Database: Recruiters, hiring managers, and referrals.
• Kanban Board: Visualize your pipeline (Applied → Interviewing → Offer).
• Calendar View: See deadlines and follow-up dates.
• Follow-Up Reminders: Automated nudges for ghosted applications.

Once duplicated, customize it to your workflow.

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Option 2: Build From Scratch (Full Control)

If you prefer to build your own system, follow these steps.

Step 1: Create the Applications Database

This is your core tracker.

1. In Notion, create a new page called “Job Tracker”.
2. Add a Database — Full Page.
3. Name it “Applications”.

Add these properties (columns):

Property Name	Property Type	Purpose
Job Title	Title	The role name
Company	Relation (to Companies DB)	Link to company page
Status	Select	Applied, Interviewing, Offer, Rejected, Ghosted
Date Applied	Date	When you submitted
Salary Range	Text	e.g., “$120k-$150k”
Location	Select	Remote, Hybrid, On-site
Job URL	URL	Link to the job posting
Recruiter	Relation (to Contacts DB)	Link to recruiter page
Notes	Text	Interview prep, key requirements, etc.
Follow-Up Date	Date	When to check in
Priority	Select	High, Medium, Low
Source	Select	LinkedIn, Indeed, Referral, etc.

Step 2: Create the Companies Database

Track research on your target companies.

1. Create a new database called “Companies”.
2. Add these properties:

Property Name	Property Type	Purpose
Company Name	Title	Organization name
Industry	Select	Tech, Finance, Healthcare, etc.
Size	Select	Startup, Mid, Enterprise
Careers Page	URL	Link to their jobs page
Notes	Text	Culture research, recent news
Applications	Relation (to Applications DB)	All jobs you’ve applied to

Step 3: Create the Contacts Database

Track recruiters, hiring managers, and referrals.

1. Create a new database called “Contacts”.
2. Add these properties:

Property Name	Property Type	Purpose
Name	Title	Contact’s name
Role	Text	e.g., “Senior Recruiter”
Company	Relation (to Companies DB)	Their employer
Email	Email	Contact email
LinkedIn	URL	Profile link
Last Contact	Date	When you last spoke
Notes	Text	Conversation history
Applications	Relation (to Applications DB)	Jobs they’re associated with

Step 4: Link the Databases

Notion’s power comes from relations between databases.

1. In the Applications database, create a Relation property linking to Companies.
2. Create another Relation linking to Contacts.
3. In Companies, create a Relation back to Applications (this is automatic if you enabled two-way relations).
4. In Contacts, create a Relation back to Applications.

Now you can see:

• All applications at a specific company (from the Company page).
• All applications associated with a specific recruiter.
• The company and recruiter for each application.

Step 5: Create Views

Notion lets you create multiple views of the same database.

View 1: Kanban Board (Pipeline)

1. In the Applications database, click ”+ Add a view”.
2. Select Board.
3. Group by Status.
4. Drag cards between columns as you progress.

View 2: Calendar (Deadlines)

1. Add another view, select Calendar.
2. Set the date property to Follow-Up Date.
3. See all upcoming follow-ups at a glance.

View 3: Table (Master List)

1. Keep the default Table view.
2. Add filters (e.g., “Status is not Rejected”) to hide closed applications.
3. Sort by “Date Applied” (newest first).

View 4: Gallery (Quick Reference)

1. Add a Gallery view.
2. Set the card preview to show Company Name and Status.
3. Use this for visual scanning.

Step 6: Add Automation (Optional)

Notion doesn’t have built-in automation, but you can use Notion Automations (beta) or connect to Zapier/Make for:

• Auto-reminders: Get a Slack or email notification when Follow-Up Date arrives.
• Auto-status changes: Move applications to “Ghosted” if no activity for 14 days.
• Auto-logging: When you apply with JobPilot, auto-create a Notion entry (via Zapier webhook).

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Best Practices for Notion Job Tracking

1. Update Daily

At the end of each day, spend 5 minutes updating your tracker:

• Add new applications.
• Update statuses (interviews scheduled, rejections received).
• Set follow-up dates.

Consistency is key. A stale tracker is useless.

2. Use Status Consistently

Define your statuses clearly:

Status	Definition
Applied	Application submitted, no response yet
Screening	Recruiter call scheduled or completed
Interviewing	One or more interviews in progress
Offer	Verbal or written offer received
Rejected	Explicit rejection (email or call)
Ghosted	No response after 14+ days
Withdrawn	You chose not to continue

3. Track Sources

Knowing where your best applications come from helps you focus your time.

After 30 applications, filter by Source and compare:

• Which source has the highest interview rate?
• Which source has the fastest response time?

Double down on what works.

4. Archive, Don’t Delete

When an application closes (rejected, withdrawn, or offer accepted), archive it to a separate view rather than deleting. Your historical data is valuable for:

• Tracking your overall success rate.
• Referring back to companies for future applications.
• Showing progress over time.

5. Integrate with JobPilot

If you’re using JobPilot for autofill, you already have a built-in tracker. But some users prefer Notion for its flexibility.

Option A: Use JobPilot for autofill + tracking, export to Notion weekly for archiving. Option B: Use JobPilot for autofill only, manually add applications to Notion. Option C: Use Zapier to auto-sync JobPilot submissions to Notion.

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Notion vs. Other Tracking Methods

Feature	Notion	Google Sheets	JobPilot Tracker
Customization	⭐⭐⭐⭐⭐	⭐⭐⭐	⭐⭐⭐
Views (Kanban, Calendar)	✅	⚠️ Manual	✅
Relational Data	✅	❌	⚠️ Limited
Auto-Fill Integration	❌	❌	✅ Native
Mobile App	✅	✅	✅
Free Tier	✅	✅	✅
Learning Curve	Medium	Low	Low

Bottom line: Notion is best if you want maximum customization and already use Notion for other workflows. JobPilot’s built-in tracker is best for seamless autofill integration with minimal setup.

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Template Download

Ready to get started?

Duplicate the Free Notion Job Tracker Template

Or build your own using the steps above.

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Summary

1. Create three databases: Applications, Companies, Contacts.
2. Link them with Relations for cross-referencing.
3. Add multiple views: Kanban (pipeline), Calendar (follow-ups), Table (master list).
4. Update daily to keep data fresh.
5. Archive closed applications for historical tracking.

Notion gives you the flexibility to build the exact job tracker you need. Combine it with JobPilot’s autofill for a complete job search system.

Try JobPilot + Notion Together