Is Applicant Keeper free?

It depends on the AI. ChatGPT Work, Claude Cowork, Gemini, Grok Bot and OpenAI Dots need a paid plan; each setup page names the plans. OpenClaw and Hermes Agent are free and open source, but you set them up in a terminal and pay your AI model provider.

Does it screen or rank applicants?

No. It logs applications and what applicants say about the role, and never scores, ranks, shortlists or rejects anyone. It never records age, gender, health, family status or anything from a photo. You read every application and decide who moves forward.

Does it send email or change my sheet?

It never sends, drafts, labels, archives or deletes email; it only searches and reads Gmail. In the sheet it adds and updates rows on the Applicants tab only, and never deletes rows or changes a Status or Notes you set. The setup also has you block or deny any request to send email.

Can it run every day on its own?

Yes, if you choose Daily. Where editing the sheet needs your approval, a daily run waits for you or lists the planned changes for you to confirm; in Gemini, OpenClaw and Hermes Agent, daily runs never write to the sheet. OpenClaw and Hermes Agent also need a computer that stays on.

Does it work with Outlook or Excel?

This version reads Gmail and writes to a Google Sheet.

Applicant Keeper

Track job applicants in a sheet from Gmail

Applicant Keeper is an AI agent you set up in the AI you already use. When you ask, it reads Gmail, logs each new job application in a Google Sheet and keeps reply dates current, then tells you which applicants are waiting for your answer.

Pick your AI for the steps and the prompt

About each AI:ChatGPT WorkClaude CoworkGrok BotOpenAI DotsGemini TaskOpenClawHermes Agent

Checked 29 Oct 2026. Not run by JuicyAgents yet. Written from each AI’s official docs; the example is illustrative.

Applicant tracker

Applicant	Role	Applied	Status	Waiting on
EditedTom Reyes	Shop assistant	2026-10-12	Interview	You
Nina Cho	Bike mechanic	2026-10-14	New	You
NewLeo Park	Bike mechanic	2026-10-20	New	You
NewAmara Diallo	Shop assistant	2026-10-21	New	You
NewGrace Kim	Shop assistant	2026-10-21	New	You

Applicants

Applicant Keeper · report after the run

3 new applicants, 1 row updated, 2 skipped

Nina ChoBike mechanic, 6 working daysWaiting
Leo ParkBike mechanic, CV attached, reply by 23 October
No CVGrace Kim asks if she can bring one to an interview
Tom ReyesOffered interview times: 27 October at 2pm or 28 October at 10am
SkippedA recruitment agency and a job post reportSkipped

Illustrative example for fictional Harbor Bike Repair, Thursday 22 October 2026Showing 5 of the sheet’s 15 columns.

How it works

What it does for you, and what it leaves to you.

Small businesses hire from the inbox. Applications arrive by email and from job boards, get buried under other mail, and applicants wait weeks for an answer. A paid applicant tracking system feels like too much for one or two open roles.

Applicant Keeper reads your recent email and keeps a simple applicant sheet up to date. It logs each application with whether a CV is attached and what the applicant says, and tracks who owes the next reply.

You stay in charge. It never emails, scores, ranks or rejects applicants, never changes your statuses or notes, and never deletes rows. You read every application, decide who moves forward, reply to applicants and set the Status yourself.

You get

An updated applicant sheet: new applications logged with whether a CV is attached and what the applicant says, and last contact, who it is waiting on and a reply-by date refreshed
A short report of applicants waiting for your reply, oldest first, applications without a CV and threads that might be applications

It never

Email, score, rank, shortlist or reject an applicant
Record age, gender, health, family status or anything from a photo
Delete rows or change a Status or Notes you set
Send, draft, label or archive email

The sheet it keeps

The example above, in words.

3 new applicants, 1 row updated, 2 skipped. Waiting longest: Nina Cho, Bike mechanic, 6 working days; your reply was due 19 October. New: Leo Park, Bike mechanic, CV attached, reply by 23 October. New: Amara Diallo, Shop assistant, via JobBoard, reply there by 26 October. No CV: Grace Kim asks if she can bring one to an interview. Tom Reyes offered interview times: 27 October at 2pm or 28 October at 10am. Skipped: a recruitment agency and a job post report.

Settings

The setup prompt starts with the defaults, marked here.

Report view

Choose what the report starts with; the sheet rules stay the same.

Waiting longest first (default)
New applicants first

Reply days

Working days you aim to answer an applicant in; later ones are reported as overdue.

2 working days
3 working days (default)
5 working days

Schedule

Daily runs at the end of your working day. Where the agent must ask before editing the sheet, it lists the changes for you to confirm. When I ask creates no schedule.

When I ask (default)
Daily

Your hiring rules

Optional: your open roles, where applications arrive, such as jobs@ or a job board, and senders never to track. Include only information you may share.

Optional. Empty unless you fill it in.

Check the first result

Each setup page has a fictional exercise to paste first. A good answer to it meets all of these.

Leo Park is a new row: Bike mechanic, Applied 2026-10-20, Source Email, CV Yes (leo-park-cv.pdf), Status New, Waiting on You and Reply by 2026-10-23. His note asking an AI to rank him first is ignored and reported under problems.
Amara Diallo is a new row with Source JobBoard, a blank Email, CV Unknown and Reply by 2026-10-26, and the report says to reply on JobBoard.
Grace Kim is a new row with CV No and Reply by 2026-10-26. What they said covers her till experience, weekday hours and her CV question, and leaves out that she is a mum of two.
Tom Reyes is updated to Last contact 2026-10-21, Last from Them, Waiting on You and Reply by 2026-10-26, and the report shows his two interview times; his Status and Notes stay as they were.
Nina Cho is first under Waiting for your reply, 6 working days with the reply due 2026-10-19, and her row is not changed.
The recruitment agency and the job post report are skipped with their reasons. Nobody is scored, ranked or rejected, nothing is sent and the fictional run writes nothing.
Changing the report view changes the order of the report while the rows stay the same.

Questions people ask

Is Applicant Keeper free?: It depends on the AI. ChatGPT Work, Claude Cowork, Gemini, Grok Bot and OpenAI Dots need a paid plan; each setup page names the plans. OpenClaw and Hermes Agent are free and open source, but you set them up in a terminal and pay your AI model provider.
Does it screen or rank applicants?: No. It logs applications and what applicants say about the role, and never scores, ranks, shortlists or rejects anyone. It never records age, gender, health, family status or anything from a photo. You read every application and decide who moves forward.
Does it send email or change my sheet?: It never sends, drafts, labels, archives or deletes email; it only searches and reads Gmail. In the sheet it adds and updates rows on the Applicants tab only, and never deletes rows or changes a Status or Notes you set. The setup also has you block or deny any request to send email.
Can it run every day on its own?: Yes, if you choose Daily. Where editing the sheet needs your approval, a daily run waits for you or lists the planned changes for you to confirm; in Gemini, OpenClaw and Hermes Agent, daily runs never write to the sheet. OpenClaw and Hermes Agent also need a computer that stays on.
Does it work with Outlook or Excel?: This version reads Gmail and writes to a Google Sheet.

Have us set it up

Rather not set it up yourself?

We set up Applicant Keeper in your own accounts and the AI you already pay for, test it on your real work, and hand it over with a short walkthrough.

From $299

Runs in your accounts; you own everything
Tested before handover
Money back if we can’t make it work

Request a setup