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Automated job applications & status tracking with LinkedIn, Indeed & Google Sheets

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2/3/2026
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Apply to jobs automatically from Google Sheets with status tracking

Who's it for

Job seekers who want to streamline their application process, save time on repetitive tasks, and never miss following up on applications. Perfect for anyone managing multiple job applications across different platforms.

What it does

This workflow automatically applies to jobs from a Google Sheet, tracks application status, and keeps you updated with notifications. It handles the entire application lifecycle from submission to status monitoring.

Key features:

  • Reads job listings from Google Sheets with filtering by priority and status
  • Automatically applies to jobs on LinkedIn, Indeed, and other platforms
  • Updates application status in real-time
  • Checks application status every 2 days and notifies you of changes
  • Sends email notifications for successful applications and status updates
  • Prevents duplicate applications and manages rate limiting

How it works

The workflow runs on two main schedules:

Daily Application Process (9 AM, weekdays):

  1. Reads your job list from Google Sheets
  2. Filters for jobs marked as "Not Applied" with Medium/High priority
  3. Processes each job individually to prevent rate limiting
  4. Applies to jobs using platform-specific APIs (LinkedIn, Indeed, etc.)
  5. Updates the sheet with application status and reference ID
  6. Sends confirmation email for each application

Status Monitoring (Every 2 days at 10 AM):

  1. Checks all jobs with "Applied" status
  2. Queries job platforms for application status updates
  3. Updates the sheet if status has changed
  4. Sends notification emails for status changes (interviews, rejections, etc.)

Requirements

  • Google account with Google Sheets access
  • Gmail account for notifications
  • Resume stored online (Google Drive, Dropbox, etc.)
  • API access to job platforms (LinkedIn, Indeed) - optional for basic version
  • n8n instance (self-hosted or cloud)

How to set up

Step 1: Create Your Job Tracking Sheet

Create a Google Sheet with these exact column headers:

| Job_ID | Company | Position | Status | Applied_Date | Last_Checked | Application_ID | Notes | Job_URL | Priority | |--------|---------|----------|--------|--------------|--------------|----------------|-------|---------|----------| | JOB001 | Google | Software Engineer | Not Applied | | | | | https://careers.google.com/jobs/123 | High | | JOB002 | Microsoft | Product Manager | Not Applied | | | | | https://careers.microsoft.com/jobs/456 | Medium |

Column explanations:

  • Job_ID: Unique identifier (JOB001, JOB002, etc.)
  • Company: Company name
  • Position: Job title
  • Status: Not Applied, Applied, Under Review, Interview Scheduled, Rejected, Offer
  • Applied_Date: Auto-filled when application is submitted
  • Last_Checked: Auto-updated during status checks
  • Application_ID: Platform reference ID (auto-generated)
  • Notes: Additional information or application notes
  • Job_URL: Direct link to job posting
  • Priority: High, Medium, Low (Low priority jobs are skipped)

Step 2: Configure Google Sheets Access

  1. In n8n, go to Credentials → Add Credential
  2. Select Google Sheets OAuth2 API
  3. Follow the OAuth setup process to authorize n8n
  4. Test the connection with your job tracking sheet

Step 3: Set Up Gmail Notifications

  1. Add another credential for Gmail OAuth2 API
  2. Authorize n8n to send emails from your Gmail account
  3. Test by sending a sample email

Step 4: Update Workflow Configuration

In the "Set Configuration" node, update these values:

  • spreadsheetId: Your Google Sheet ID (found in the URL)
  • resumeUrl: Direct link to your resume (make sure it's publicly accessible)
  • yourEmail: Your email address for notifications
  • coverLetterTemplate: Customize your cover letter template

Step 5: Customize Application Logic

For basic version (no API access): The workflow includes placeholder HTTP requests that you can replace with actual job platform integrations.

For advanced version (with API access):

  • Replace LinkedIn/Indeed HTTP nodes with actual API calls
  • Add your API credentials to n8n's credential store
  • Update the platform detection logic for additional job boards

Step 6: Test and Activate

  1. Add 1-2 test jobs to your sheet with "Not Applied" status
  2. Run the workflow manually to test
  3. Check that the sheet gets updated and you receive notifications
  4. Activate the workflow to run automatically

How to customize the workflow

Adding New Job Platforms

  1. Update Platform Detection: Modify the "Check Platform Type" node to recognize new job board URLs
  2. Add New Application Node: Create HTTP request nodes for new platforms
  3. Update Status Checking: Add status check logic for the new platform

Customizing Application Strategy

  • Rate Limiting: Add "Wait" nodes between applications (recommended: 5-10 minutes)
  • Application Timing: Modify the cron schedule to apply during optimal hours
  • Priority Filtering: Adjust the filter conditions to match your criteria
  • Multiple Resumes: Use conditional logic to select different resumes based on job type

Enhanced Notifications

  • Slack Integration: Replace Gmail nodes with Slack for team notifications
  • Discord Webhooks: Send updates to Discord channels
  • SMS Notifications: Use Twilio for urgent status updates
  • Dashboard Updates: Connect to Notion, Airtable, or other productivity tools

Advanced Features

  • AI-Powered Personalization: Use OpenAI to generate custom cover letters
  • Job Scoring: Implement scoring logic based on job requirements vs. your skills
  • Interview Scheduling: Auto-schedule interviews when status changes
  • Follow-up Automation: Send follow-up emails after specific time periods

Important Notes

Platform Compliance

  • Always respect rate limits to avoid being blocked
  • Follow each platform's Terms of Service
  • Use official APIs when available instead of web scraping
  • Don't spam job boards with excessive applications

Data Privacy

  • Store credentials securely using n8n's credential store
  • Don't hardcode API keys or personal information in nodes
  • Regularly review and clean up old application data
  • Ensure your resume link is secure but accessible

Quality Control

  • Start with a small number of jobs to test the workflow
  • Review application success rates and adjust strategy
  • Monitor for errors and set up proper error handling
  • Keep your job list updated and remove expired postings

This workflow transforms job searching from a manual, time-consuming process into an automated system that maximizes your application efficiency while maintaining quality and compliance.

n8n Workflow: Automated Job Application Status Tracking

This n8n workflow automates the process of tracking job application statuses from various platforms like LinkedIn and Indeed, and updating a Google Sheet. It also includes a mechanism to send email notifications based on application status changes.

What it does

This workflow streamlines your job application management by:

  1. Scheduled Trigger: Runs on a predefined schedule (e.g., daily) to check for updates.
  2. Google Sheets Data Retrieval: Reads job application data from a specified Google Sheet, likely containing details such as job title, company, application date, and current status.
  3. Iterates Over Applications: Processes each job application entry from the Google Sheet individually.
  4. Filters by Status: Checks the current status of each application.
  5. Conditional Processing:
    • If an application's status meets certain criteria (e.g., "Applied" or "Interviewed"), it proceeds to the next steps.
    • If the status does not meet the criteria, it might be skipped or handled differently.
  6. External API Calls (Likely LinkedIn/Indeed): Makes HTTP requests to external job platforms (e.g., LinkedIn, Indeed) to fetch the latest status of the application.
    • Note: While the workflow name suggests LinkedIn and Indeed, the provided JSON only shows a generic "HTTP Request" node. The specific URLs and authentication for these platforms would need to be configured within this node.
  7. Data Transformation: Edits and sets fields based on the information retrieved from the external platforms.
  8. Status Update Logic: Uses a "Switch" node to evaluate the updated status and determine subsequent actions.
  9. Email Notification: Sends email notifications via Gmail based on the new application status (e.g., "Interview Scheduled," "Rejected").
  10. Google Sheets Update: Updates the Google Sheet with the latest application status and any other relevant information.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Google Account: For Google Sheets and Gmail integration.
    • Google Sheets Credential: Configured in n8n to access your job applications spreadsheet.
    • Gmail Credential: Configured in n8n to send email notifications.
  • Job Application Platforms (e.g., LinkedIn, Indeed) API Access: If you intend to automatically pull status updates from these platforms, you will need:
    • API keys or authentication details for LinkedIn, Indeed, or any other job site you wish to integrate.
    • Note: The HTTP Request node is generic; you'll need to configure it with the specific API endpoints and authentication methods for each platform.
  • Google Sheet: A spreadsheet set up with your job application data, including columns for job title, company, application URL, current status, and any other relevant fields.

Setup/Usage

  1. Import the Workflow:
    • In your n8n instance, click on "Workflows" in the left sidebar.
    • Click "New" and then "Import from JSON".
    • Paste the provided JSON content into the import dialog.
  2. Configure Credentials:
    • Locate the "Google Sheets" node and configure your Google Sheets credential. Ensure it has read/write access to your job applications spreadsheet.
    • Locate the "Gmail" node and configure your Gmail credential.
    • For the "HTTP Request" node, you will need to set up the appropriate authentication (e.g., API Key, OAuth) and request URLs for the job platforms you want to query.
  3. Customize Google Sheets Node:
    • In the "Google Sheets" node (ID 18), specify the Spreadsheet ID and Sheet Name where your job application data is stored.
    • Ensure the "Read" operation is configured to retrieve all necessary columns.
  4. Customize "Edit Fields" Node (ID 38):
    • Adjust the fields being set or modified based on the data structure of your Google Sheet and the information you expect from the HTTP requests.
  5. Customize "HTTP Request" Node (ID 19):
    • Configure the URL, method (GET/POST), headers, and body for each job platform API call. You will likely need to pass application IDs or URLs from your Google Sheet to these requests.
    • Add any necessary authentication headers or parameters.
  6. Customize "If" and "Switch" Nodes (IDs 20, 112, 844):
    • Adjust the conditions in the "Filter" and "Switch" nodes to match your desired application statuses and routing logic. For example, define what constitutes an "Interview Scheduled" status from the API response.
  7. Customize "Gmail" Node (ID 356):
    • Configure the recipient email address, subject, and body for the email notifications. Use expressions to dynamically insert details like job title and company from the workflow data.
  8. Set the Cron Schedule:
    • In the "Cron" node (ID 7), define how often you want the workflow to run (e.g., every day at a specific time).
  9. Activate the Workflow:
    • Once configured, activate the workflow to start automating your job application status tracking.

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Automated inventory reordering when stock reaches threshold levels Manufacturing Companies - Raw material procurement with delivery scheduling for production planning Restaurant Chains - Food and supplies ordering with vendor rotation and cost optimization IT Departments - Equipment purchasing with approval workflows for technology investments Construction Companies - Materials procurement with urgency-based supplier selection for project timelines Healthcare Facilities - Medical supplies ordering with compliance tracking and vendor management Educational Institutions - Procurement for facilities, supplies, and equipment across departments E-commerce Businesses - Inventory replenishment with AI-optimized supplier selection for margins Hospitality Industry - Supplies procurement for hotels and resorts with cost control Government Agencies - Compliant procurement workflows with approval chains and audit trails What You Will Need Required Integrations OpenAI API - AI agent for intelligent supplier selection and optimization (API key required) HTML to PDF API - PDF conversion service for professional PO documents (approximately 1-5 cents per PO) Gmail or SMTP - Email delivery for sending POs to suppliers and approval requests Google Drive - Cloud storage for PO archival and compliance documentation Optional Integrations Slack Webhook - Procurement team notifications with PO details and AI insights Procurement Software - ERP/procurement system API for automatic logging and tracking Inventory Management - Connect to inventory systems for automated reorder triggers Accounting Software - QuickBooks, Xero integration for expense tracking and reconciliation Supplier Portal - Direct integration with supplier order management systems Approval Software - Connect to approval management platforms for workflow automation Quick Start Import Template - Copy JSON workflow and import into your n8n instance Configure OpenAI - Add OpenAI API credentials for AI supplier selection agent Setup PDF Service - Add HTML to PDF API credentials in the HTML to PDF node Configure Gmail - Connect Gmail OAuth2 credentials and update sender email Connect Google Drive - Add Google Drive OAuth2 credentials and set folder ID for PO archival Customize Company Info - Edit company data with your company name, address, contact details Update Supplier Database - Modify supplier information in enrichment node with actual vendor details Set Approval Threshold - Adjust dollar amount requiring management approval ($5000 default) Configure Email Templates - Customize supplier email and approval request messages Add Slack Webhook - Configure Slack notification URL for procurement team alerts Test AI Agent - Submit sample order to verify AI supplier selection logic Test Complete Workflow - Run end-to-end test with real PO data to verify all integrations Customization Options Supplier Scoring Algorithm - Adjust AI weighting for cost vs delivery speed vs quality factors Multi-Location Support - Add multiple shipping addresses for different facilities or warehouses Budget Tracking - Integrate departmental budgets with automatic budget consumption tracking Volume Discounts - Configure automatic discount calculations based on order quantities Contract Compliance - Enforce existing vendor contracts and preferred supplier agreements Multi-Currency Support - Handle international suppliers with currency conversion and forex rates RFQ Generation - Extend workflow to generate requests for quotes for new items Delivery Scheduling - Integrate calendar for scheduled deliveries and receiving coordination Quality Tracking - Add supplier performance scoring based on delivery time and quality Return Management - Create return authorization workflows for defective items Recurring Orders - Automate standing orders with scheduled generation Inventory Forecasting - AI predicts reorder points based on historical consumption patterns Supplier Negotiation - Track pricing history and flag opportunities for renegotiation Compliance Documentation - Attach required certifications, insurance, or regulatory documents Multi-Approver Chains - Configure complex approval hierarchies for different dollar thresholds Expected Results 90% time savings - Reduce PO creation from 30 minutes to 3 minutes per order 50% faster supplier selection - AI recommends optimal vendor instantly vs manual research Elimination of stockouts - Automated reordering prevents inventory shortages 20-30% cost savings - AI optimization identifies better pricing and supplier options 100% approval compliance - No high-value orders bypass required approvals Zero lost POs - Complete digital trail with automatic archival Improved supplier relationships - Professional, consistent POs with clear requirements Faster order processing - Suppliers receive clear POs immediately enabling faster fulfillment Better delivery predictability - AI matches urgency to supplier capabilities reducing delays Reduced procurement overhead - Automation eliminates manual data entry and follow-up Pro Tips Train AI with Historical Data - Feed past successful orders to improve AI supplier recommendations Maintain Supplier Performance Scores - Track delivery times and quality to enhance AI selection accuracy Set Smart Thresholds - Adjust approval amounts based on department budgets and risk tolerance Use Urgency Levels Strategically - Reserve "urgent" classification for true emergencies to optimize costs Monitor AI Recommendations - Review AI reasoning regularly to validate supplier selection logic Integrate Inventory Triggers - Connect to inventory systems for automatic PO generation at reorder points Establish Preferred Vendors - Flag preferred suppliers in database for AI to prioritize when suitable Document Special Requirements - Use special instructions field consistently for better supplier compliance Track Cost Trends - Export PO data to analyze spending patterns and negotiation opportunities Review Alternative Suppliers - Keep AI's alternative recommendations for backup when primary unavailable Schedule Recurring Orders - Set up automated triggers for regular supply needs Centralize Receiving - Use consistent ship-to addresses to simplify delivery coordination Archive Systematically - Organize Drive folders by fiscal year, department, or supplier Test Approval Workflow - Verify approval routing works before deploying to production Communicate AI Benefits - Help procurement team understand AI recommendations build trust Business Impact Metrics Track these key metrics to measure workflow success: PO Generation Time - Average minutes from request to supplier notification (target: under 5 minutes) Supplier Selection Accuracy - Percentage of AI recommendations that meet delivery and cost expectations (target: 90%+) Approval Workflow Speed - Average hours for high-value PO approvals (target: under 4 hours) Stockout Prevention - Reduction in inventory shortages due to faster PO processing Cost Savings - Percentage reduction in procurement costs from AI optimization (typical: 15-25%) Order Accuracy - Reduction in PO errors requiring correction or cancellation Supplier On-Time Delivery - Improvement in delivery performance from better supplier matching Procurement Productivity - Number of POs processed per procurement staff member Budget Compliance - Percentage of POs staying within approved departmental budgets Audit Readiness - Time required to produce PO documentation for audits (target: under 5 minutes) Template Compatibility Compatible with n8n version 1.0 and above Requires OpenAI API access for AI agent functionality Works with n8n Cloud and Self-Hosted instances Requires HTML to PDF API service subscription No coding required for basic setup Fully customizable supplier database and selection criteria Integrates with major procurement and ERP systems via API Supports unlimited suppliers and product categories Scales to handle thousands of POs monthly --- Ready to transform your procurement process? 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