Trackex

A web app that turns your inbox into an application tracker. Sign in with Google and Trackex finds your job and internship emails, keeps every application's status current, and schedules interviews, assessments and hackathon deadlines on Google Calendar with reminders.

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What is Trackex?

Trackex is a hosted web app (Next.js, Postgres, Google OAuth). It is no longer a Google Sheets script: there is nothing to copy, no spreadsheet and no script editor. You open the site, click Sign in with Google, and it does the rest.

You do	Sign in once and allow Gmail (read-only) and a Trackex-only calendar.
Trackex reads	New job, internship and hackathon emails, every 15 minutes. The first run covers the last 180 days.
Trackex keeps	One row per application with its status, the direct "track your application" link, and the source email.
Trackex schedules	Interviews, assessments and deadlines on a dedicated Trackex calendar, with reminders 1 day and 1 hour before.

Applying to 50 internships means 50 confirmation emails, a dozen assessment links and interview invites buried in threads. Trackex makes the inbox the tracker, so you never add a row by hand.

Coming from v1? v1.0 to v1.2 were a Google Apps Script bound to a copied Sheet. v2 replaces it with the app above. The v1 releases stay on GitHub but are no longer maintained. See Looking for v1.

Features

• Fully automatic. Every 15 minutes Trackex reads new job, internship and hackathon emails. The first sync backfills the last 180 days (and continues across runs if needed).
• Status that moves itself. Applied, Under Review, Assessment, Interview, Offer, Rejected, Withdrawn. Status only moves forward, from newer emails.
• Expired items archive themselves. An assessment or interview whose date has passed is marked Expired, and applications that go quiet for 60 days are marked Quiet. Both move to an Archived view instead of cluttering Active, and return if a new email arrives.
• Rejections find the right application. Companies are normalised and roles matched fuzzily, so a differently worded rejection still lands on the right row. Duplicates are merged.
• Every link in one window. Each application links to the email's own "track your application" page (even when the link text is just "click here"), falling back to the candidate portal, then the careers site, plus the source email.
• Deadlines on your calendar. Interviews, assessments and assignments, and hackathon, registration, submission and application deadlines go into a dedicated Trackex Google Calendar at the exact time in your time zone.
• Reminders that fire. Popups 1 day and 1 hour before. All-day items remind at 9 AM and 6 PM the day before. Deadlines show as a 30-minute block ending at the deadline.
• Optional Claude extraction. With an Anthropic API key, emails are read like a person would. Without one, built-in keyword rules take over.
• Workspace-style dashboard. A status navigation pane with counts, summary tiles, a pipeline bar, a sortable applications grid with "Track status", "Careers" and email links, an upcoming-events panel, Export CSV, Sync now, and Disconnect & delete data. Light and dark themes.
• Public demo. /demo shows sample data with no login.

What it looks like

Dashboard with sample data. Try it live at the demo.

How it works

flowchart LR
    G[Gmail] -->|every 15 min<br/>GitHub Actions cron| S[Sync]
    S --> X{Extract}
    X -->|API key set| C[Claude<br/>structured JSON]
    X -->|no key| H[Keyword<br/>heuristics]
    C --> M[Match and merge]
    H --> M
    M --> D[(Neon Postgres)]
    M --> K[Trackex Google Calendar<br/>1 day + 1 hour reminders]
    D --> B[Dashboard]

Problem	How Trackex handles it
Only read relevant mail	A Gmail search filter over job, internship and hackathon mail.
Never extract an email twice	Incremental syncs use Gmail's after: query plus a processed-message table.
Rejection worded differently	Company normalisation and fuzzy role matching update your existing row.
Status regressions	Status only moves forward from newer emails.
Finding the status link	The email's own "track your application" link wins, then the candidate portal, then the careers site.
Duplicate reminders	Duplicate applications are merged and events are not re-created.

Privacy & permissions

Permission	Why
gmail.readonly	Read job and hackathon emails. Trackex never sends, deletes or labels mail.
calendar.app.created	Create and manage only the calendar Trackex creates. It cannot touch your other calendars.
openid, email, profile	Sign you in.

• Google refresh tokens are encrypted at rest with AES-256-GCM.
• Email bodies are not stored, only application and event metadata.
• Claude sees email content only if an API key is configured.
• Disconnect & delete data removes the Trackex calendar, revokes Google access and deletes all your rows.
• See the in-app /privacy page and SECURITY.md.

Self-hosting in 15 minutes

You need free accounts on Neon, Google Cloud, Vercel and GitHub. The full, numbered guide is in docs/SETUP.md. In short:

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