The Core Columns You Need

Here’s what to include:

• Company Name

• Role Title

• Location (Remote, Hybrid, City)

• Date Applied

• Contact Person (Name, email, LinkedIn)

• Stage (Applied, Interview, Offer, Closed)

• Follow-Up Sent? (Y/N + Date)

• Next Step

• Notes (why you like this role, portfolio sent, etc.)

You can build this in Excel, Notion, Google Sheets, Airtable—whatever you’ll actually use.

Bonus Columns for Insight

Want to level up your analysis?

• Response Time (how long until they replied?)

• Interview Type (Phone, Video, In-person)

• Portfolio Link Sent (Y/N)

• Role Source (Job board, Referral, Cold email)

These help you learn what’s working (and what’s not).

Tip: After 10+ applications, patterns emerge—this data helps you double down on the channels that deliver.

Add Tags to Sort by Strategy

Tags turn your tracker from a list into a strategy tool:

• Region (US, EU, India, Remote)

• Studio Type (Large firm, boutique, startup)

• Discipline (Architecture, Urbanism, Interiors, Research)

• Priority (High, Medium, Low)

Use filters to find where to focus next—or where to double back.

Example: You realize all “High Priority” roles are in boutique studios across Europe—time to refine your outreach there.

Visualize It With Status Views

Create a Kanban or status board so you can see:

• Which apps are in early, mid, or late stage

• Which roles need a follow-up this week

• Which leads are cold and ready to close

Visuals help reduce mental fatigue. You stop guessing, start managing.

Airtable/Notion Users: Use Board View with color-coded tags. Use filters for “Needs Follow-Up” or “Waiting on Interview.”

Automate the Admin

Use reminders or automation tools:

• Calendar pings for follow-ups

• Auto-email drafts linked to the tracker

• Templates that copy over task blocks (Notion users, we see you!)

Bonus Tip: Use “IFTTT” or “Zapier” to link form submissions or job board saves to your sheet.

Less admin = more energy for real work (and rest).

Customize for Where You Are

For Students:

• Add sections for internships, competitions, or studio professors

• Track final reviews, critique feedback, or mentor leads

For Freelancers:

• Add fields for project type, duration, hourly rate

• Include invoice sent/paid status if applying to ongoing gigs

For International Roles:

• Include visa needs, time zone overlaps, language fit

• Track interview time conversion in your time zone

For Career Switchers:

• Add a column for transferable skills

• Link to a case study or bootcamp project

Reflect, Don’t Just Record

Each week, review:

• What you’ve applied to

• What you’re excited about

• What’s moving forward (and what’s stalled)

Ask yourself:

• What type of firm is showing the most interest?

• Which email templates are converting to interviews?

• Where do I need to shift my focus?

Prompt: “Why did this studio reply? What made my email stand out?”

Combine With a Cold Email Tracker

Layer your job hunt tracker with a cold email tab:

• Name, firm, role (if any)

• Contacted (Y/N)

• Date

• Follow-up sent

• Response?

• Linked portfolio/project?

This helps turn a passive tracker into a proactive outreach engine.

Make It Mobile-Friendly

If you’re on the go:

• Use Google Sheets or Notion synced to mobile

• Set mobile alerts for follow-up or deadline reminders

• Add voice notes to your tracker if inspiration hits post-interview

Templates to Get Started

Want a head start? BuildTeams recommends:

• Google Sheets Template — clean and customizable

• Notion Template — includes status board and follow-up tracker

• Airtable Template — great for filtering and visual tagging

You can duplicate and edit to your style.

Why This Tracker Works

It’s more than a spreadsheet. It’s your:

• Memory bank

• Feedback loop

• Outreach engine

• Confidence boost

Tracking your search makes the process feel active—not reactive. It reduces stress, saves time, and gives you data you can learn from.

Because in a competitive job market, your system is your secret weapon.