Track job applications from Gmail into a Google Sheets pipeline with weekly digests

Quick overview

I check your Gmail every hour for job threads and work out whose turn it is. When an application goes quiet, I write a follow-up draft in the same thread. Interview times become unconfirmed calendar holds, and a Monday email shows replies by job board.

How it works

1. Every hour I search your Gmail for job mail from the last 21 days by default and open each thread.
2. I work out one application per company: its stage, whose turn it is, any reply-by date and any interview time.
3. When you spoke last, or the company only sent an automatic acknowledgement, and the thread has gone quiet, I save a short follow-up as a Gmail draft in that thread. By default applied waits 7 days, interview waits 3 working days, and two follow-ups is the limit.
4. An interview email with a stated date and time gets an unconfirmed calendar hold. If your calendar is busy then, I put the clash in the row instead.
5. Every change is saved to your Applications tab, and a rejection closes the row.
6. Every Monday at 8 I email you the funnel, and you can change the day. It shows replies and the median days to a reply for each source. It also lists who has gone quiet, this week's interviews and reply-by dates, and what is waiting on you.

I never send anything to an employer. Every draft waits for you.

Setup

1. Make a Google Sheet with a tab named Applications. The column names are in the README.
2. Connect your Gmail, Google Sheets and Google Calendar credentials on the nodes that ask for them.
3. Open Your Settings and fill in my_email, my_name and sheet_url. calendar_id starts as primary, your main calendar.
4. Set your timezone in the workflow settings, so a hold lands at the hour the email says.
5. Click Import The Last 60 Days, read the sheet and the drafts I saved in Gmail, then switch the workflow on.

Requirements

A Google account with Gmail, Sheets and Calendar, and n8n 1.x or 2.x. No AI service and no paid add-on. It reads English job mail.

Customization

In Your Settings I keep the search window, the days before each follow-up, the follow-up limit, the hold length and the ghosted limit. Set drafts_on or holds_on to no to switch either one off. The word lists that decide each stage sit at the top of the Code node called Work Out Every Application.

Additional info

I ran it on n8n against a Gmail inbox with test emails: it read the threads, wrote the Applications row and saved the follow-up draft inside the right thread, and a second run made no second draft. The calendar hold has passed my offline checks but has not yet run against a live calendar. Two roles at one company share one row.

It is free to use.

Support: [email protected]