A simple system for tracking applications across several platforms
· a.pannella87
Last updated: 27 October 2026 · OpenJob editorial team
A simple spreadsheet is enough to track AI job applications across platforms. Keep one row per role with the platform, a link to the official listing, date applied, current stage, next action and date, pay format and login email. Review it for ten minutes a week, and keep passwords in a password manager.
Key points
- One row per role, not per platform.
- Record the date applied for reapply waiting periods.
- Never store passwords or task content in the tracker.
- A weekly ten-minute review is enough.
Applying across platforms means separate accounts, separate tests and separate emails. Without a record, it is easy to miss a deadline or retake a test you already passed.
The columns that matter
| Column | Why |
|---|---|
| Platform and role | Some platforms run several roles with similar names. |
| Link to the official listing | Postings change; keep the source. |
| Date applied | Needed for reapply waiting periods. |
| Stage | Applied, test, interview, onboarding, active, closed. |
| Next action and date | Deadlines for tests or documents. |
| Pay format | Hourly, per task, one-time: makes comparison honest. |
| Login email | Different platforms, different accounts. |
Keep it private
Store passwords in a password manager, not in the tracker. Do not paste task content or confidential instructions into it.
Review weekly
Ten minutes a week is enough: close roles that have gone silent for a long time, note new tests, and check whether any listing you applied to has closed. OpenJob shows the last check date on every listing, which helps tell a slow process from a closed one.
Open roles you can apply to from anywhere
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Frequently asked questions
What stages should I track for AI job applications?
Applied, test, interview, onboarding, active and closed cover most platforms. Add the next action and its date, for example a test deadline or a document request, so nothing expires unnoticed. Closing silent applications keeps the list readable.
Why record the pay format in my tracker?
Platforms pay hourly, per task, per audio hour or as one-time amounts. Recording the format lets you compare offers honestly and decide where to spend limited time. Convert each to an hourly figure using your own realistic working time.
How do I know if a role I applied to has closed?
Check the official listing link you saved. On OpenJob each listing shows the date we last checked it, and closed roles are removed. A long silence on an open listing usually means a slow process; a removed listing usually means it closed.