Coordinating interviews means remembering who to remind tomorrow, who never confirmed, who did not turn up and which interviewer still owes feedback. Interview Tracker is one Google Sheet: a row per candidate with stage, date, time and interviewer. Press Refresh and it fills in each candidate's status and next action, builds a Today list, and writes the follow-up emails as Gmail drafts for you to check and send.
Private: the script runs in your Google account and only sees this one spreadsheet. It creates drafts; it never sends to candidates. No Karuna Labs server.
What it tracks
Stages: Applied, Screening, Interview scheduled, Interviewed, Feedback pending, Offer, plus Hired, Rejected, Withdrawn and No-show. After each refresh the Status column shows:
| Status | When | Draft it writes |
|---|---|---|
| Interview tomorrow | Interview date is tomorrow | Reminder to the candidate with date, time, interviewer and location |
| Not confirmed | Interview within 3 days and Confirmed is not Yes | Short "please confirm" nudge |
| Interview today | Interview date is today | None: it goes to the top of the Today list |
| Interview passed: update stage | The interview time has passed and the stage still says scheduled | None: mark Interviewed or No-show |
| No-show | You set the stage to No-show | Friendly "we missed you, can we rebook?" email |
| Feedback overdue | Stage is Interviewed or Feedback pending and the interview was a set number of days ago (default 2) | Feedback chase to the interviewer's email |
| Offer: chase answer | Offer stage and no contact for 3 days | None: a prompt to call or email |
| Stale: N days | No contact for longer than your setting (default 5 days) | None: a prompt to send an update |
Each draft is noted in the Drafts log column, so the same reminder is never drafted twice. Wording lives on the Templates tab: edit it freely with placeholders such as {{first}}, {{role}}, {{date}}, {{time}}, {{interviewer}}, {{location}}, {{company}} and {{sender}}.
Columns: Candidate, Email, Phone, Role, Stage, Interview date, Time, Interviewer, Interviewer email, Location / link, Confirmed, Last contacted, Status, Next action, Notes, Drafts log.
Install (about 3 minutes)
- Create a new Google Sheet (sheets.new).
- Open Extensions > Apps Script. Delete what is in Code.gs, then paste the whole of InterviewTracker.gs and press Save.
- Optional but recommended: in Apps Script, Project Settings > Show "appsscript.json", then replace that file with appsscript.json. This limits the permissions to exactly the ones listed below.
- Reload the sheet. Use the new Interview Tracker > Set up / repair this sheet menu and approve the Google permission prompt. (Google shows an "unverified app" warning for any script you paste yourself; choose Advanced > Go to project.)
- Fill your company and name on the Settings tab, add candidates, and use Refresh and Create Gmail drafts from the menu.
Permissions requested: this spreadsheet only; create Gmail drafts; send email to you (the daily agenda); run a daily trigger (Pro autopilot); show menus; read your own email address. The file is plain JavaScript, so you or your IT team can read every line before installing.
Free and Pro
Free
$0
- 10 active candidates at a time
- Statuses, Today list, all draft templates
- Email me the agenda (on demand)
Pro
$9 one-time or $5/month
- Unlimited active candidates
- Daily autopilot: drafts and agenda every morning
- Future updates of the script
Checkout is not open yet. Email us and we will send the payment link and your licence key as soon as it is. Paste the key on the Settings tab, or use Interview Tracker > Enter licence key; it is checked offline inside the script. 14-day money-back guarantee (refund policy).
Also follow up with clients or hiring managers by email? FollowSheet tracks Gmail threads that have gone quiet. Ask about a FollowSheet + Interview Tracker bundle in the same waitlist email.
FAQ
- Does it email candidates automatically?
- No. It creates Gmail drafts. You open Gmail, read each one and press Send. The only email it sends by itself is your own daily agenda, to your own address.
- What can the script access?
- Only the spreadsheet it is installed in, permission to create Gmail drafts (not read your inbox), permission to email you the agenda, and a daily trigger if you turn on autopilot. It makes no network calls and there is no Karuna Labs server. See the privacy page.
- How is it different from FollowSheet?
- FollowSheet tracks sales and client email threads in Gmail and tells you who has not replied. Interview Tracker tracks candidates through interview stages and dates: reminders the day before, confirmation nudges, no-show rebooks and interviewer feedback chases. They can live side by side.
- What does Pro add?
- Free tracks 10 active candidates at a time (hired, rejected and withdrawn rows do not count). Pro is unlimited and adds the daily autopilot, which creates the due drafts and emails you the agenda every morning. Pro is a one-time $9.
- Does it work with Google Calendar or our ATS?
- Not directly. You type or paste the interview date and time into the sheet (most ATS tools can export a CSV you can paste in). Keeping it to one sheet is what lets it run without extra permissions.
Candidate data and privacy
Candidate names, emails and notes stay in your own Google Sheet and Gmail. Karuna Labs never receives them. If you work under GDPR or a similar law, the sheet is your record: delete a row to delete that candidate's data from the tracker, and remember that drafts you created remain in Gmail until you delete them.