Managing an application

Select an application in List, Board or Calendar to open its own page. It shows the stage stepper, next step and seven Work on it rows. The Details rows open a side sheet for the saved posting, people, notes and timeline. At the top you see the role, the company and location, and View posting when a posting was saved. View posting shows the saved posting text and what the job asks for, or opens the job link if only a link was saved. On short landscape browser windows, the application header and stage controls scroll with the details. The footer actions stay at the bottom. When a newly saved job opens, focus moves to its title; closing the sheet returns focus to its row. A sheet opened from a row or follow-up nudge returns to that control while it remains visible. If the control is gone or filtered out, focus moves to the application’s visible row, another visible row or the Applications heading. Attached resume and cover-letter PDFs must be at most 10 MB each. Oversized files are rejected before upload with guidance to compress or export a smaller PDF. The list’s Sent column includes attached files as well as linked documents; the native list names the available files too. Keep the employer’s original PDF with the application, even without a posting link. On web, choose Original posting PDF in the add/edit form, then open Details → Posting → Saved copy to access it. In the native app, open Posting to attach, replace, remove or open the PDF through the system share sheet. Each file can be at most 10 MB. Posting files stay private, remain in Trash until permanent deletion, and are included in account exports. This stores a file you choose; it does not automatically capture a webpage. Application Notes keep an unsaved local draft before their autosave delay. After interruption, review recovered notes before retrying the save. A Remind me schedule and an application’s follow-up refer to one date and note: editing either updates the other. Deleting the reminder clears the follow-up; Undo keeps both until deletion commits. Pausing stops delivery but retains the follow-up date. Times use the account/schedule timezone. Prepare drafts in Apply generates a combined review of pending tailoring proposals, a letter draft and answers for pasted form questions after one context disclosure. Each section needs approval; existing version guards and account-scoped draft recovery apply. See Prepare the application together. Nothing is submitted to an employer.

Open the application workspace

Choose Fit, Apply, Interview prep, Practice, Debrief, Messages or Library under Work on it. Each screen keeps the section rail. Ask the coach opens a conversation for this job; the company breadcrumb returns to its page. For saved applications, open Apply, where the preparation card names the current step through the posting, base resume, reviewed tailoring, optional cover letter, form answers and readiness review. Select the documents for this job in its rows, open their editors with Edit, and download their PDFs from each row’s options menu. Preparing, editing and downloading never marks the job applied. After submission is recorded, What you sent lists the sent versions, each row’s options menu edits or downloads the current draft, and View recorded answers opens the saved answers. Start with Career and Application Workspaces, or prepare your first application. Your shared facts and stories live in Career → Knowledge; answers, interview preparation and messages stay with the job.

Moving to another stage

The row of bars under the title is the stage stepper: Saved, Applied, Screening, Interview and Offer, or your own stages in your order (see Customizing application stages). With many stages, the stepper scrolls sideways. Below it you see the current stage and how long the application has been there.

• To move one stage forward, select Move to next stage (for example Move to Offer).
• To jump to any stage, forwards or back, select its name in the stepper.

For a Saved job, select Mark as applied after submitting. If you applied to the same company before and never heard back, the dialog lists those applications. It’s only advice; you can still confirm. Confirm the Application date, choose the resume and cover letter you actually sent (or No resume selected / No cover letter selected), and check only the attached PDFs you submitted. Unchecking an attached PDF removes it from the application. Confirming saves the selected documents’ current versions and moves the job to Applied. On the web, View posting opens the saved posting, or the original job link when only a link was saved. In the native app, Open application opens that job link in your browser. Opening a posting or preparing documents keeps the job at its current stage. Each move is added to the activity history. Mark as applied uses the date you confirm; other moves use today’s date. You can change a stage date later (see Keeping notes and history).

Planning the next step

Next step shows what this application needs now. Reactive Resume works it out in this order:

1. The next interview that hasn’t finished yet.
2. Otherwise, the follow-up you set.
3. Otherwise, what the stage is waiting on. For Applied, how long ago you applied, turning into “No reply in n days” after 10 days. For Screening, how long you’ve been waiting to hear back. For Interview, “Waiting for interview feedback” once every interview is behind you, or “No interview scheduled” before you’ve added one. For Offer, “Decide on the offer”.

At Offer, the offer leads instead: Reply to the offer by the deadline saved with its terms (amber once it has passed), Decide on the offer with Compare offers when terms are saved without a deadline, or Add the offer’s terms when none are saved yet. When no deadline is saved, a follow-up you set comes first. Interviews booked before the offer stay in Timeline and the calendar. A Saved application shows “Not applied yet”. For a closed application, Outcome replaces Next step and shows its reason, without an Edit action. Overdue follow-ups and long waits are highlighted in amber. After you contact the employer, choose Followed up below Next step in application details, on web or in the native app. This records contact now in Timeline (Timeline in the native app) and restarts the ten-day no-reply clock for the current stage. For interviews, silence starts from the later of your contact and the last interview’s end. Moving between lanes of the same stage keeps this contact; entering another stage starts a separate wait. The stage’s elapsed time and Insights’ first-reply figures stay unchanged. Scheduled follow-ups and Remind me delivery are kept, even when already due; edit or remove those separately. Logging contact sends no message to the employer. A plain note saying “Followed up” does not restart the clock. In List, f runs the same action for the focused open application beyond Saved; see Keyboard triage. Older self-hosted servers need an update to support this action. Each click records another contact. If the request was saved but its response was lost, retrying creates a duplicate. After an error, check Timeline or Timeline before trying again; delete an accidental duplicate there. Completed interviews use their recorded dates. If you return to Interview and backdate the stage to overlap an earlier round, that round can still affect the no-reply clock. Review the stage and interview dates when interpreting that alert. Select Edit to Schedule an interview…, Edit this interview…, or Set a follow-up… (Change the follow-up… when one is set). When the next step has a date, including an offer’s reply deadline, Add to calendar downloads it as an .ics file. See Scheduling interviews. After editing an interview, the save notice offers Update your calendar. A completed deletion offers Download cancellation for the same event. Import the file into your calendar app and check its result; external calendars do not update automatically. Undoing a deletion keeps the interview and does not offer a cancellation. Moving an application to Offer shows Moved to Offer with Add the offer’s terms, which opens the offer form on the workspace’s Messages screen. See Comparing job offers. The mobile app’s stage-change notice offers Undo. If restoring the stage fails, an error notice says so; check the current stage before trying again. Notice text and actions wrap when space is narrow or text is enlarged.

Seeing what you sent

For a Saved job, Documents for this job shows the resume and cover letter you’re preparing. After submission, this section becomes What you sent.

• Before the application reaches Applied, a linked document reads “Linked · not sent yet”.
• When you confirm submission, Reactive Resume saves the current version of each selected document. The row then reads “Version sent date”, plus the resume’s Check score at that moment. Choose the actual submitted documents even if you prepared a different copy.
• Open opens that sent version, read-only, in the document’s history. Select Back to now there to return to the latest version.

If nothing is linked yet, Prepare a resume and Write a letter create one for this job; these preparation actions appear for active jobs, not closed applications. You can copy, import or create a resume and edit it manually without AI. See Tailoring a resume for a job. To link a resume you already have, open ⋯ > Edit details… and pick it under Resume. For saved jobs, Use an existing letter links a letter from Documents. A letter recorded as sent keeps its application link, and application pickers explain unavailable targets with Letter already sent. In the web and native apps, a missing document can also show Use document name · Resume or Use document name · Cover letter above the preparation actions. These suggestions use the most recently edited eligible document of each kind whose name contains the company name. Locked documents, Trash and documents linked to another job are excluded. Suggestions stop at Offer or Closed and never replace a selected document or a recorded sent version. Selecting one links the existing document; it creates no copy and does not record submission. Sent snapshots stay accessible while a linked document is in Trash. In the workspace, Apply → Mark as applied records the current written answers, document versions and stage together. Recording submission here also updates Apply: Review checks keeps a read-only record of relevant manual checks at the first recorded submission, without an unfinished count or instruction to submit. Later stage, document or draft changes cannot replace it. View recorded answers opens the answers linked to that first submission when available, with the latest recorded answers as the fallback for older history. Those first-submission answers show the same recorded checks; unrelated saved answer versions do not inherit them. Older and imported submissions without review history say Historical review checks unavailable.

Attaching a PDF instead

If you sent a file made elsewhere, select Attach a file instead, then Attach a resume file (PDF, up to 10 MB) or Attach a cover letter file (PDF, up to 10 MB). Only PDF files are accepted. Both web and native show the first page and the size read from the file. Attaching a resume makes Prepare a resume a secondary action; attaching only a cover letter keeps resume preparation prominent. On the web, select the file name to access the original PDF; on native, choose Save or share file. A preview that cannot be read keeps the original file action, and keeps its size when the bytes were downloaded. Try again retries the preview. Select × to remove the attachment. Private files still require their owning account; the preview does not publish them.

Editing the key facts

The Details sheet holds the job’s facts:

• Salary and Source: select the value to edit it in place. Press Enter or select elsewhere to save, or Esc to cancel.
• Applied: the date you applied (a dash for Saved applications).
• Contact: the first contact’s name, with “and n more” when there are others.

Contacts

Select the Contact value to see every contact. Select Add contact, then enter a Name and, if you like, a role, a label (such as Recruiter, Hiring manager, Referral or Interviewer), an email and a phone number. Emails and phone numbers become links you can select. Select × next to a contact to remove it. Select the pencil beside a contact to correct its details. Label accepts your own wording as well as the suggested labels. Removal offers Undo once the pending request is ready. Undo cancels that removal and reads the current application; it never writes a captured contact back. Reloading, closing the tab or putting the native app in the background sends an acknowledged pending removal. If another session changes the contacts before removal finishes, refresh and review them before trying again. Other edits, such as notes, are kept. Self-hosted servers need an update to support reviewed contact removal. If the current application cannot be read, the removed contact stays hidden. Retry reads the application again without repeating the deletion or restoring erased text.

Tags

Type in Add a tag and press Enter to add a tag. Select × on a tag to remove it. Tags are searchable from the Applications page: select a tag on a row or board card to filter by it, or type it in Search applications. Clear the search to see every application again.

Keeping notes and history

Notes is a free-form space for anything to remember about the job. It saves automatically a moment after you stop typing, and also when you close the sheet. Timeline is the dated history of the application: stage changes, notes and interviews, newest first.

• To add a dated update, type in Log an update… and select Log. Use Notes for things to remember and share with the coach.
• To change an entry, hover over it, open its ⋯ menu and select Edit… (for a note, you can change the text and the date; for a stage change, the date). For an interview, the menu has Edit interview… instead, or select the interview itself.
• To remove an entry, select Delete… in the same menu and confirm. The entry that marks when the application entered its current stage can’t be deleted.

Imported stages without dates read Imported · stage and Not recorded, with no elapsed stage time. Use Edit… to record a known date; the date field starts empty. Known submission dates stay separate in Applied history. Dates matter: Insights needs separate known sending and reply dates to work out how quickly people reply. If you add an application after the fact, adjust the dates so they match what happened.

Editing all details

Open the application’s ⋯ menu and select Edit details… to edit everything in one form: Company, Role / title, Location, Salary range, Source, Stage, Job posting link, the linked Resume or an uploaded resume PDF, a linked Cover letter or an uploaded letter PDF, Tags, Follow-up date, Time, Follow-up note and Notes. Follow-up times use your account timezone. Select Save changes when you’re done. If you’ve connected an AI provider, the form also has a Job description section at the top. Select it to expand it, then paste the full posting there and Reactive Resume fills in the company, role, location and salary; select Fill fields to run it again.

Closing an application

When an application ends, close it rather than deleting it, so its history still counts in Insights. An accepted offer reads as a win: the sheet keeps the stepper filled through Offer and shows Accepted offer with a check in the Offer color. When you have other open applications, a message asks whether to close them as Accepted another offer. Nothing else closes unless you choose Close all n, and that close has Undo. You can also close applications from a board card’s ⋯ menu, or several at once from the List view. To bring a closed application back, turn on Show closed applications, open it and select Reopen. It returns to Applied (your standard Applied stage, whatever you’ve named it).

Deleting an application

Open the application’s ⋯ menu and select Move to Trash. It moves at once and offers Undo. The application leaves active views, but its timeline, prepared and submitted document links, workspace, application-specific Knowledge, coach conversations and attached files stay saved. You can restore it after reloading or reopening the app. Open Trash in the sidebar, then Applications. Select Restore beside the application to bring it back. Documents and applications stay for 30 days, then are deleted permanently. To remove one sooner, choose Delete permanently… and confirm with Delete permanently. Empty Trash… covers both kinds. Applications already in Trash before this rule takes effect get 30 days from that date. Linked resumes, letters and their saved versions are kept even after permanent application deletion. Scheduled application work is hidden and queued work is canceled while the application is in Trash. Restore does not replay canceled work; review upcoming schedules and re-enable any device reminders you need. A stale Restore or permanent-delete action fails if another session has restored or re-trashed the application. Refresh Trash before trying again. See Using the Trash.

Related guides

• Scheduling interviews: add interviews and follow-ups, and put them in your calendar.
• Tailoring a resume for a job: tailor a resume, write a letter, and prepare for the next step.
• Undoing changes and version history: how sent versions appear in a document’s history.

Reviewed answers saved through Apply → Save for other applications live in a separate library. Editing or deleting a library entry never rewrites your recorded answers. See saving and reusing answers. Date-only follow-ups from earlier app versions stay on the selected day at 09:00 in your current account timezone. Changing Settings → Preferences → Timezone moves pending date-only reminders with that clock. Reminders with an exact time keep their instant. Editing a note or changing timezone does not send an already delivered follow-up again.