job-application-manager-gmail-notion-sync

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UpdatedMay 30, 2026 at 14:34

Syncs job application emails from Gmail and updates statuses in your Notion or SQLite tracker — detects offers, rejections, and interview invitations

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chenyuan99

chenyuan99/swelist

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Software DevelopersComputer and Mathematical Occupations·SOC 15-1252

SKILL.md

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Application Manager

When to Use This Skill

Trigger when the user asks to:

Sync or refresh job application emails from Gmail ("sync my applications", "check my job emails", "refresh my tracker")
Update the status of one or more specific applications ("mark Amazon as rejected", "I got an offer from Stripe", "update my application status")
Add new applications discovered in Gmail ("add this application to my tracker", "log this job email")
Check what emails arrived from a specific company ("did Google email me back?", "any updates from Meta?")
Track offers, rejections, or interview invitations automatically ("did I hear back from anyone?", "what's my interview pipeline?")
Sync applications into Notion ("add to my Notion tracker", "update my Notion job board")
Sync applications into a local SQLite database ("add to my sqlite tracker", "update my local tracker")
Export or review their full application pipeline ("show my application pipeline", "what's the status of all my applications?")
Update a specific company's page with conversation details, contacts, or prep notes
Flag stale applications that haven't had activity in 30+ days ("what's gone quiet?", "flag stale apps", "what needs follow-up?")
Re-enrich all existing Notion pages with timeline, contacts, and prep notes ("re-enrich all pages", "update all pages", "add prep notes to all my applications")

Keywords: sync applications, update my application, job tracker, application status, add to notion, update notion, check my tracker, update my sqlite tracker, got an offer, got rejected, interview invite, job emails, Gmail job sync, career tracker, application manager, track job applications

Setup (first-time use)

Always read profile.md first. It contains the user's tracker backend choice, Notion database ID or SQLite path, Gmail label IDs, and career email.

Resolve these fields before continuing (collect from user + write back to profile.md):

Tracker backend — Integrations > Tracker Backend
- If blank: ask the user — "Do you use Notion or would you prefer a local SQLite file?"
- Set to notion or sqlite
If notion — resolve Integrations > Notion > Career tracker database ID
- If missing: ask user to open their Notion career tracker and copy the URL. The ID is the UUID in notion.so/<workspace>/<DATABASE_ID>?v=...
- Derive: NOTION_DB_ID, COLLECTION_URL = collection://<NOTION_DB_ID>
If sqlite — resolve Integrations > Tracker Backend > SQLite DB path
- Default: ~/.offerplus/applications.db
- On first use, initialize the DB: swelist tracker init --db <path> Or directly: sqlite3 <path> "CREATE TABLE IF NOT EXISTS applications (name TEXT PRIMARY KEY, status TEXT NOT NULL, job_id TEXT, applied_on TEXT, notes TEXT, updated_at TEXT DEFAULT (datetime('now')));"
Gmail label IDs — Integrations > Gmail Labels table
- If missing: run mcp__claude_ai_Gmail__list_labels, show the list, ask the user which labels are job-related, fill in the table in profile.md.
Career email — Personal Info > Career email
- If missing: ask the user which email address receives job application emails.

Config: Company → Gmail

Populate from the user's own labels (mcp__claude_ai_Gmail__list_labels):

Company key	Gmail sender pattern	Gmail label ID	Label name
`amazon`	`noreply@mail.amazon.jobs`	(run list_labels)	e.g. amazon
`linkedin`	`jobs-noreply@linkedin.com`	(run list_labels)	e.g. linkedin
`google`	`@google.com`	—	—
`meta`	`@meta.com`	—	—
`_any_`	—	—	—

Add rows for any other companies the user has labeled. If no labels exist, rely on sender pattern alone.

Config: Status Mapping

Map email signals → pipeline status value (pick the first match). The pipeline is ordered from early to late stage; never move a status backwards.

Priority	Signal (case-insensitive)	Status
1	"offer" OR "congratulations" OR "pleased to inform" OR "we'd like to extend" OR "offer letter"	`Offer`
2	"on-site" OR "final round" OR "technical interview" OR "virtual interview" OR "interview loop"	`Interviewing`
3	"schedule" OR "next steps" OR "move forward" OR "hiring manager" OR "phone interview" OR "video call"	`Interviewing`
4	"online assessment" OR "coding challenge" OR "hackerrank" OR "codility" OR "take-home" OR "assessment link"	`OA`
5	"recruiter" OR "phone screen" OR "initial screen" OR "introductory call" OR "talent acquisition"	`Recruiter screen`
6	"unable to move forward" OR "not selected" OR "no longer considering" OR "other candidates" OR "position has been filled" OR "not moving forward"	`Rejected`
7	"application received" OR "thank you for applying" OR "keep track" OR "under review" OR "successfully submitted"	`Applied / Received`
8	(no email found, only a job listing)	`Applied / Received`

If multiple threads exist for the same role, use the most recent email's status.

Config: Next Action Mapping

Auto-set Next action when creating or updating a Notion page:

Status	Next action
`Applied / Received`	`Waiting`
`OA`	`Prep`
`Recruiter screen`	`Prep`
`Interviewing`	`Prep`
`Offer`	`Send availability`
`Rejected`	(leave blank / clear)
`Withdrawn`	(leave blank / clear)

Config: Link Extraction

Scan the full email body (not just the snippet) for ATS application URLs. Use the first match from the priority list; stop once found.

Priority	Platform	URL pattern to match
1	Greenhouse	`boards.greenhouse.io/` OR `grnh.se/`
2	Lever	`jobs.lever.co/`
3	Workday	`apply.workday.com/` OR `myworkdayjobs.com/`
4	Ashby	`jobs.ashbyhq.com/`
5	SmartRecruiters	`jobs.smartrecruiters.com/`
6	LinkedIn job posting	`linkedin.com/jobs/view/`
7	Indeed job posting	`indeed.com/viewjob` OR `indeed.com/rc/clk`
8	Any URL containing `/jobs/` or `/careers/` + company domain	e.g. `stripe.com/jobs/`

Rules:

Strip tracking parameters (?gh_src=, ?utm_*, etc.) before saving.
If multiple ATS URLs found in one email, prefer the one matching the priority list first.
If no ATS URL found, set link = null; do not write the field.
Never fabricate or guess URLs.

Config: Tag Inference

Infer Tags values from the email body using these rules (all case-insensitive). Only write tags that already exist in the Notion Tags options list — check first, omit if not present.

Tag	Signals to look for
`Referral`	"referred by", "referral from", "your referral", "employee referral", or application link contains `ref=` / `referral`
`Remote`	"remote", "fully remote", "work from home", "distributed team", "location: remote", "anywhere"
`Urgent`	"respond by [date]", "deadline", "respond within [N] days", "as soon as possible", "ASAP"
`Visa`	"visa sponsorship", "H-1B", "OPT", "CPT", "work authorization provided"

Present inferred tags to the user before writing when running interactively:

"Inferred tags: [Referral, Remote] — write to Notion? (y/n/edit)"

When running non-interactively (bulk sync), write them silently and note in the report.

Config: Company Aliases

Used in Step 3 to match email-extracted company names against existing tracker entries. Check aliases before running edit-distance; aliases are authoritative.

Canonical name	Known aliases
`Meta`	Meta Platforms, Meta Platforms Inc., Facebook, Instagram
`Google`	Google LLC, Alphabet, Google DeepMind, Google Cloud, YouTube
`Amazon`	Amazon.com, Amazon Web Services, AWS
`Microsoft`	Microsoft Corporation, Azure
`Apple`	Apple Inc.
`Netflix`	Netflix Inc.
`Uber`	Uber Technologies, Uber Technologies Inc.
`Lyft`	Lyft Inc.
`Stripe`	Stripe Inc., Stripe Payments
`Airbnb`	Airbnb Inc.
`Coinbase`	Coinbase Global, Coinbase Inc.
`Figma`	Figma Inc.
`Notion`	Notion Labs, Notion Labs Inc.
`OpenAI`	OpenAI Inc., OpenAI LP
`Anthropic`	Anthropic PBC

Add rows to this table whenever the user encounters a new company variant and confirms a merge. Write updated rows back to profile.md under a Company Aliases table so they persist across runs.

Edit-distance fallback (when no alias matches):

FUNCTION fuzzy_match(extracted_name, existing_names[]):
  candidates = []
  FOR each existing_name in existing_names:
    dist = levenshtein(extracted_name.lower(), existing_name.lower())
    IF dist <= 2 OR one_is_prefix_of_other(extracted_name, existing_name):
      candidates.append((existing_name, dist))
  RETURN sorted(candidates, by=dist)[:3]   # top 3 closest

If candidates found: present to user — "Found similar entry: '{existing}'. Is this the same company as '{extracted}'? (y/n)"

Yes → use existing page; write alias to profile.md for future runs
No → treat as new company; create new row

Config: Notion Database

(skip if tracker_backend is sqlite)

Field	Value
Collection URL	`collection://<NOTION_DB_ID>`
Parent ID (for creates)	`<NOTION_DB_ID>`

Expected schema (updated pipeline schema):

Property	Type	Allowed values / notes
`Name`	title	`"Company — Role Title"`
`status`	select	`Applied / Received`, `OA`, `Recruiter screen`, `Interviewing`, `Offer`, `Rejected`, `Withdrawn`
`Company`	multi-select	Company name (e.g. `Google`, `Amazon`)
`Tags`	multi-select	Labels like `Referral`, `Remote`, `NYC`, `Top choice`, `Visa`, `OA`, `Onsite`
`Applied on`	date	ISO date when first applied
`Last touch`	date	Date of most recent email in the thread
`Interview date`	date	Parsed date of the next scheduled interview (if any)
`Next action`	select	`Waiting`, `Prep`, `Follow up`, `Send availability`
`Link`	url	Job posting URL or Greenhouse/application portal link

If the database still uses the old schema (status values Not started, In progress, Done instead of the pipeline above), notify the user and map as follows until they upgrade:

Old value	Maps to in old schema
`Applied / Received`	`In progress`
`OA`	`In progress`
`Recruiter screen`	`In progress`
`Interviewing`	`In progress`
`Offer`	`Done`
`Rejected`	`Rejected`
`Withdrawn`	`Rejected`

Config: SQLite Schema

(skip if tracker_backend is notion)

Current (v0.5.0) schema:

CREATE TABLE IF NOT EXISTS applications (
  name           TEXT PRIMARY KEY,   -- "Company — Role Title"
  status         TEXT NOT NULL,      -- pipeline status (see Status Mapping)
  job_id         TEXT,
  company        TEXT,
  applied_on     TEXT,               -- ISO date YYYY-MM-DD
  last_touch     TEXT,               -- ISO date of most recent email
  interview_date TEXT,               -- ISO date of next scheduled interview
  next_action    TEXT,               -- Waiting | Prep | Follow up | Send availability
  link           TEXT,               -- job posting or portal URL (ATS-extracted)
  tags           TEXT,               -- comma-separated inferred tags e.g. "Referral,Remote"
  notes          TEXT,
  updated_at     TEXT DEFAULT (datetime('now'))
);

Migration from v0.2.x (run once if the DB already exists):

ALTER TABLE applications ADD COLUMN company        TEXT;
ALTER TABLE applications ADD COLUMN last_touch     TEXT;
ALTER TABLE applications ADD COLUMN interview_date TEXT;
ALTER TABLE applications ADD COLUMN next_action    TEXT;
ALTER TABLE applications ADD COLUMN link           TEXT;
ALTER TABLE applications ADD COLUMN tags           TEXT;

Run via: sqlite3 <DB_PATH> < migration.sql Or inline: sqlite3 ~/.offerplus/applications.db "ALTER TABLE applications ADD COLUMN last_touch TEXT; ..."

At Step 0, check whether last_touch column exists (PRAGMA table_info(applications)) and run the migration automatically if not.

Workflow

INPUT: company (optional), date_range (default: newer_than:6m)

STEP 0  Load profile
  Read profile.md → extract tracker_backend, CAREER_EMAIL, label table
  IF tracker_backend == "notion":  resolve NOTION_DB_ID, COLLECTION_URL
  IF tracker_backend == "sqlite":
    resolve DB_PATH; run init if DB does not exist
    check PRAGMA table_info(applications) for last_touch column
    IF missing: run migration SQL (see Config: SQLite Schema)
  IF any required field blank: collect from user → write to profile.md → continue
  IF company given AND not in label table:
    run list_labels → confirm with user → append to profile.md label table

STEP 1  Search Gmail
  IF company given:
    query = build_query(company)          # see Query Builder below
  ELSE:
    query = 'subject:"application" OR subject:"your application" OR subject:"interview" newer_than:6m'
  threads = gmail_search(query, max_results=20)
  FOR each thread WHERE snippet is ambiguous:
    fetch full thread via gmail_get_thread(thread_id)

STEP 2  Parse threads → applications[]
  FOR each thread:
    company_name   = extract_company(thread)
    role_title     = extract_role(thread)
    status         = map_status(thread)         # use Status Mapping table above
    next_action    = map_next_action(status)    # use Next Action Mapping table above
    date           = most_recent_message_date(thread)
    applied_date   = earliest_message_date(thread)
    job_id         = extract_job_id(thread)     # if present in email
    interview_date = extract_interview_date(thread)
                     # scan body for patterns: "June 9", "Monday June 9 at 2pm PT",
                     # "scheduled for <date>", "your interview is on <date>"
                     # normalise to ISO date YYYY-MM-DD; set null if not found
    link           = extract_link(thread)
                     # match ATS URL patterns (see Config: Link Extraction)
                     # strip tracking params; null if not found
    suggested_tags = infer_tags(thread)
                     # apply Tag Inference rules; returns list e.g. ["Referral","Remote"]
                     # empty list if no signals found
    page_name      = f"{company_name} — {role_title}"
    APPEND { page_name, company_name, status, next_action, date, applied_date,
             job_id, interview_date, link, suggested_tags, thread_id }

STEP 3  Deduplicate (with fuzzy company matching)
  IF tracker_backend == "notion":
    all_pages = notion_fetch(COLLECTION_URL)   # cache for reuse in Steps 6+7
    existing_names = [p.name for p in all_pages]
    FOR each application:
      # 1. exact match
      existing = find_exact(application.page_name, existing_names)
      IF not found:
        # 2. alias match on company portion
        canonical = resolve_alias(application.company_name)  # Config: Company Aliases
        existing = find_exact(canonical + " — " + role_title, existing_names)
      IF not found:
        # 3. edit-distance match on company name portion
        company_candidates = fuzzy_match(application.company_name,
                                         [extract_company(n) for n in existing_names])
        IF company_candidates:
          ask user to confirm merge (show top match + distance)
          IF confirmed: existing = candidate; write alias to profile.md
      IF found: set existing_status, action = "update" or "skip"
      ELSE:     action = "create"

  IF tracker_backend == "sqlite":
    existing_rows = sqlite3 DB_PATH "SELECT name, company, status FROM applications"
    FOR each application:
      # 1. exact match
      result = find_exact(application.page_name, existing_rows)
      IF not found:
        # 2. alias match
        canonical = resolve_alias(application.company_name)
        result = find_exact(canonical + " — " + role_title, existing_rows)
      IF not found:
        # 3. edit-distance match on company column
        company_candidates = fuzzy_match(application.company_name,
                                         [r.company for r in existing_rows if r.company])
        IF company_candidates:
          ask user to confirm merge
          IF confirmed: result = candidate; write alias to profile.md
      IF result is not null: set existing_status, action = "update" or "skip"
      ELSE:                   action = "create"

STEP 4  Apply changes
  IF tracker_backend == "notion":
    FOR each create/update:
      confirm_tags = filter suggested_tags to only values in existing Notion Tags options
      IF interactive AND confirm_tags not empty:
        prompt user to confirm / edit tag suggestions
    creates → notion_create_pages(batch) with all fields incl. Interview date, Link, Tags
    updates → notion_update_page per entry with status, Last touch, Next action,
              Interview date (if extracted), Link (if extracted, don't overwrite existing),
              Tags (merge with any already on page; add new confirmed ones only)

  IF tracker_backend == "sqlite":
    FOR each create:
      sqlite3 DB_PATH "INSERT OR IGNORE INTO applications
        (name,status,company,job_id,applied_on,last_touch,interview_date,next_action,link,tags)
        VALUES (?,?,?,?,?,?,?,?,?,?)"
    FOR each update:
      sqlite3 DB_PATH "UPDATE applications SET status=?, last_touch=?,
        next_action=?, interview_date=COALESCE(?,interview_date),
        link=COALESCE(?,link), tags=COALESCE(?,tags),
        updated_at=datetime('now') WHERE name=?"

STEP 5  Enrich page content (Notion only, when company is given OR when status changed)
  FOR each application that was created or updated (and tracker is notion):
    fetch full thread via gmail_get_thread(thread_id)
    extract:
      timeline[]       = list of { date, event_summary } sorted chronologically
      key_contacts[]   = list of { name, email, role } from From/Cc headers
      conversation[]   = key quotes or summaries from each email in thread
      prep_suggestions = generate 3-5 bullet prep suggestions based on status + role
    Build structured page content:
      ## Timeline
      | Date | Event |
      ...
      ## Key Contacts
      | Name | Email | Role |
      ...
      ## Conversation Notes
      [bullet summary of each email in thread]
      ## Preparation
      [3-5 tailored bullet points based on company + role + stage]
    notion_update_page(page_id, content=structured_content)

    IF interview_date is not null AND Google Calendar MCP is available:
      ask user: "Create a calendar event for <company> interview on <date>?"
      IF yes:
        google_calendar_create_event(
          summary  = "<company> — <role> Interview",
          start    = interview_date + "T09:00:00",  # use extracted time if available
          end      = interview_date + "T10:00:00",
          description = "Application tracked in 2026 Career Notion database."
        )

STEP 6  Staleness detection
  stale_threshold = today - 30 days
  IF tracker_backend == "notion":
    # all_pages already fetched and cached in Step 3 — no second fetch needed
    stale = [p for p in all_pages
             if p.status NOT IN ("Rejected", "Withdrawn", "Offer")
             AND (p.last_touch < stale_threshold OR p.last_touch is null)
             AND p.next_action != "Follow up"]
    FOR each stale page:
      notion_update_page(page_id, properties={"Next action": "Follow up"})

  IF tracker_backend == "sqlite":
    stale = sqlite3 DB_PATH "SELECT name, status, last_touch FROM applications
      WHERE status NOT IN ('Rejected','Withdrawn','Offer')
      AND (date(COALESCE(last_touch, updated_at)) < date('now','-30 days'))
      AND COALESCE(next_action,'') != 'Follow up'"
    FOR each stale row:
      sqlite3 DB_PATH "UPDATE applications SET next_action='Follow up',
        updated_at=datetime('now') WHERE name=?"

STEP 7  Report
  IF no specific company was given (full sync):
    IF tracker_backend == "notion":
      counts = tally status values from all_pages (fetched in Step 6)
    IF tracker_backend == "sqlite":
      counts = sqlite3 DB_PATH "SELECT status, COUNT(*) FROM applications GROUP BY status"
    print funnel summary line (see Report Format below)
  print per-application summary (see Report Format below)

Workflow: Bulk Re-enrichment Mode

Triggered when the user says "re-enrich all pages", "add notes to all applications", "update all pages with prep notes", or uses the --enrich-all flag.

Runs Step 5 enrichment (timeline, key contacts, conversation notes, prep suggestions) against all existing Notion pages, not just the ones touched in the current sync. Requires Notion backend. Skip gracefully if tracker_backend is sqlite (no page content).

INPUT: include_closed (default: false) — whether to enrich Rejected/Withdrawn pages

STEP R0  Load profile (same as main STEP 0)

STEP R1  Fetch all pages
  all_pages = notion_fetch(COLLECTION_URL)
  IF include_closed == false:
    pages = [p for p in all_pages if p.status NOT IN ("Rejected", "Withdrawn")]
  ELSE:
    pages = all_pages
  print: "Found {len(pages)} pages to enrich."

STEP R2  Match pages to Gmail threads
  FOR each page in pages:
    company_name = extract_company_from_name(page.name)
    role_title   = extract_role_from_name(page.name)
    query        = build_query(company_name) with date_range="newer_than:12m"
    threads      = gmail_search(query, max_results=5)
    IF no threads found:
      skip page; note in report as "no emails found"
      CONTINUE
    best_thread  = most_recent_thread(threads)
    full_thread  = gmail_get_thread(best_thread.id)
    STORE { page, full_thread }

STEP R3  Enrich each page (same as main STEP 5)
  FOR each { page, full_thread }:
    extract timeline, key_contacts, conversation notes, prep_suggestions
    notion_update_page(page.id, content=structured_content)
    IF page.interview_date is null:
      interview_date = extract_interview_date(full_thread)
      IF found: notion_update_page(page.id, properties={"Interview date": interview_date})
    IF page.link is null:
      link = extract_link(full_thread)
      IF found: notion_update_page(page.id, properties={"Link": link})

STEP R4  Report
  print:
    Re-enriched: {N} pages
      ✦ {Company} — {Role}  (+ interview date | + link | full notes)
    Skipped (no emails): {M} pages
      · {Company} — {Role}

Rate-limiting note: Enriching many pages will issue many API calls. Pause 1 second between Gmail thread fetches to avoid hitting rate limits. Process pages in batches of 10 and report progress after each batch.

Query Builder

FUNCTION build_query(company_key, date_range="newer_than:6m"):
  cfg = COMPANY_CONFIG[company_key]
  parts = []
  IF cfg.sender:   parts.append(f"from:{cfg.sender}")
  IF cfg.label_id: parts.append(f"label:{cfg.label_id}")
  subject_terms = 'subject:application OR subject:interview OR subject:offer OR subject:position OR subject:assessment OR subject:next steps'
  RETURN f'({" OR ".join(parts)}) ({subject_terms}) {date_range}'

Examples:

Amazon with label → (from:noreply@mail.amazon.jobs OR label:<label_id>) (subject:application OR ...) newer_than:6m
Unknown company → fall back to from:@<company>.com or company name in subject

Storage API Calls

Notion — Create (batch)

{
  "data_source_id": "<NOTION_DB_ID>",
  "pages": [
    {
      "properties": {
        "Name": "Amazon — SDE, AWS",
        "status": "Applied / Received",
        "Company": ["Amazon"],
        "Tags": ["Referral"],
        "Applied on": "2026-05-17",
        "Last touch": "2026-05-17",
        "Interview date": null,
        "Next action": "Waiting",
        "Link": "https://boards.greenhouse.io/amazon/jobs/12345"
      },
      "content": "Applied: 2026-05-17\n\n## Timeline\n| Date | Event |\n|---|---|\n| 2026-05-17 | Application submitted |\n\n## Preparation\n- Research AWS products and services\n- Practice system design at scale"
    }
  ]
}

Notion — Update (single, status + dates + next action)

{
  "page_id": "<page-id>",
  "command": "update_properties",
  "properties": {
    "status": "Interviewing",
    "Last touch": "2026-05-28",
    "Interview date": "2026-06-09",
    "Next action": "Prep"
  },
  "content_updates": []
}

Notion — Update (single, staleness flag)

{
  "page_id": "<page-id>",
  "command": "update_properties",
  "properties": {
    "Next action": "Follow up"
  },
  "content_updates": []
}

Notion — Update (single, full page enrichment)

{
  "page_id": "<page-id>",
  "command": "update_properties",
  "properties": {
    "status": "Interviewing",
    "Last touch": "2026-05-28",
    "Next action": "Prep"
  },
  "content": "## Timeline\n| Date | Event |\n|---|---|\n| 2026-05-01 | Application submitted |\n| 2026-05-20 | Recruiter reached out |\n| 2026-05-28 | Interview scheduled for June 9 |\n\n## Key Contacts\n| Name | Email | Role |\n|---|---|---|\n| Jane Smith | jane@company.com | Recruiter |\n\n## Conversation Notes\n- 2026-05-28: Email from Jane Smith scheduling a technical interview for June 9 at 2pm PT.\n\n## Preparation\n- Review data structures and algorithms\n- Prepare STAR stories for behavioral questions\n- Research company mission and recent products\n- Practice whiteboard-style coding problems\n- Prepare 3–5 questions to ask the interviewer"
}

Notion — Search (dedup)

{
  "query": "Amazon — Software Development Engineer",
  "data_source_url": "collection://<NOTION_DB_ID>",
  "filters": {}
}

SQLite — Create

swelist tracker add "Amazon — SDE, AWS" \
  --status "Applied / Received" \
  --job-id 10414382 \
  --applied-on 2026-05-17 \
  --db <DB_PATH>

SQLite — Update

swelist tracker update "Amazon — SDE, AWS" \
  --status "Interviewing" \
  --db <DB_PATH>

SQLite — Search (dedup)

swelist tracker get "Amazon — SDE, AWS" --db <DB_PATH>
# Returns JSON object if found, null if not found. Exit code 1 when not found.

SQLite — List all

swelist tracker list --db <DB_PATH>
swelist tracker export --format json --db <DB_PATH>

SQLite — Funnel summary query

sqlite3 ~/.offerplus/applications.db \
  "SELECT status, COUNT(*) AS n FROM applications GROUP BY status ORDER BY n DESC;"

SQLite — Staleness query

sqlite3 ~/.offerplus/applications.db \
  "SELECT name, status, COALESCE(last_touch, updated_at) AS last_activity
   FROM applications
   WHERE status NOT IN ('Rejected','Withdrawn','Offer')
   AND date(COALESCE(last_touch, updated_at)) < date('now','-30 days')
   ORDER BY last_activity ASC;"

Google Calendar — Create interview event

{
  "summary": "Applied Intuition — Software Engineer Interview",
  "start": { "dateTime": "2026-06-09T14:00:00", "timeZone": "America/Los_Angeles" },
  "end":   { "dateTime": "2026-06-09T15:00:00", "timeZone": "America/Los_Angeles" },
  "description": "Application tracked in 2026 Career Notion database."
}

Naming Convention

"{Company} — {Role Title}"

Good	Bad
`Amazon — Software Development Engineer, AWS`	`SDE at Amazon`
`Google — Software Engineer II, Early Career`	`Google SWE`
`Goldman Sachs — Software Engineer - Associate`	`Goldman`

Rules:

Em dash (—), not hyphen
Company name in title case
Role title verbatim from the job posting or email subject when possible

Report Format

Pipeline: {N} Applied · {N} OA · {N} Interviewing · {N} Offer · {N} Rejected
  (omit pipeline line when syncing a single company)

Synced {N} application(s) on {date}  [{backend}: notion|sqlite]

Created:
  ✦ {Company} — {Role} → {status}  [next: {next_action}]
    🔗 {link}  (omit if not found)
    🏷  Tags: {tag1}, {tag2}  (omit if none inferred)

Updated:
  ↑ {Company} — {Role} → {new_status}  (was: {old_status})  [next: {next_action}]
  + Page enriched: timeline, key contacts, prep notes added
  📅 Interview date: {date}  (calendar event created / skipped)
  🔗 Link extracted: {link}  (omit if not found)
  🏷  Tags added: {tag1}, {tag2}  (omit if none)

Skipped (already up to date):
  · {Company} — {Role} → {status}

Flagged as stale (no activity > 30 days → Follow up):
  ⏰ {Company} — {Role}  [last touch: {date}]

Merged (fuzzy company match confirmed):
  ⟳ "{extracted}" → matched to "{existing}"  [edit distance: {n}]

Errors:
  ✕ {description of issue}

Edge Cases

Situation	Handling
Multiple threads for same role	Use most recent thread's status
Role title not in email	Use job ID or "Role" as placeholder; note it in content/notes
Company exists under a different name variant	Search by company name alone first, prompt user to confirm merge
Email snippet enough to determine status	Skip full thread fetch for status; still fetch for page enrichment when company is given
`Company` or `Tags` value not in Notion options list	Omit the field; do not create new options automatically
Page name collision (same company, same title, different role)	Add disambiguator: `Amazon — SDE, AWS (Job ID 12345)`
Notion DB ID or schema unknown	Fetch database URL with `notion-fetch` to inspect schema first
Notion DB uses old 4-status schema	Map pipeline status to old values (see Config: Notion Database), notify user to upgrade
SQLite DB does not exist	Run `swelist tracker init` or the CREATE TABLE statement before Step 3
SQLite DB path missing from profile.md	Use default `~/.offerplus/applications.db`; confirm with user
Status would move backwards (e.g. Interviewing → Applied)	Keep existing status; only update Last touch date
Key contacts not extractable from thread	Omit key contacts section; do not hallucinate names or emails
No prep suggestions applicable	Omit Preparation section rather than generating generic advice
Interview date ambiguous (e.g. "sometime next week")	Set interview_date to null; note ambiguity in conversation notes
Interview date already in the past	Still write it to the page; do not create a calendar event for past dates
Google Calendar MCP not connected	Skip calendar event creation; note it in the report
SQLite DB exists but missing new columns (v0.2.x)	Run migration SQL automatically at Step 0 before proceeding
Staleness check finds 0 stale rows	Omit the stale section from the report entirely
next_action already "Follow up"	Skip staleness update for that row; it's already flagged
ATS URL found but already saved in Link property	Do not overwrite existing value; preserve what was there
Multiple ATS URLs in one email (e.g. Greenhouse + LinkedIn)	Use highest-priority match per Link Extraction table
URL contains tracking params (`?gh_src=`, `?utm_*`)	Strip before saving; store clean canonical URL only
Inferred tag not in Notion Tags options list	Silently omit; never create new Notion options
Inferred tag is already on the page	Skip; do not duplicate
Funnel counts fetched from Notion but all_pages is empty	Skip pipeline line; note "0 applications tracked"
Funnel query when syncing a single company	Skip pipeline summary entirely
Fuzzy match finds a candidate but user declines merge	Treat as new company; create new row; do not add alias
Fuzzy match distance is 1 (e.g. "Gogle" vs "Google")	Still prompt user — never auto-merge without confirmation
Two existing rows both match fuzzily (ambiguous)	Show top 2 candidates; let user pick or decline all
Alias resolved but role title doesn't match	Do not merge — same company, different role is a different application
Bulk re-enrichment on SQLite backend	Not supported; print "Page enrichment requires Notion backend" and exit
Bulk re-enrichment: page has no matching Gmail thread	Skip; add to "no emails found" section of report
Bulk re-enrichment: page already has rich content	Overwrite with fresh extraction — user triggered this explicitly
Bulk re-enrichment: more than 50 pages to enrich	Warn user of expected time (~2 min per 10 pages); ask to confirm before proceeding

name	Job Application Manager — Gmail & Notion Sync
description	Syncs job application emails from Gmail and updates statuses in your Notion or SQLite tracker — detects offers, rejections, and interview invitations
summary	Use this skill to sync your job applications automatically from Gmail into Notion or a local SQLite database. It scans your inbox for emails from companies you have applied to, classifies each message as an offer, rejection, or interview invitation, and syncs the application status into your tracker without any manual effort. Supports Gmail label filters and sender-pattern matching for accurate company detection. Works with both Notion (cloud career tracker) and SQLite (local, no account required). Deduplicates entries so running it multiple times is safe. When syncing a specific company, it also enriches the Notion page with a timeline, conversation notes, key contacts, and preparation suggestions. Detects stale applications (no email activity in 30+ days) and flags them for follow-up. Extracts scheduled interview dates and optionally creates Google Calendar events. Auto-extracts ATS job links from email footers and infers tags (Referral, Remote, Urgent) from email content. Prints a pipeline funnel summary after every full sync. Uses a company alias table and edit-distance matching to prevent duplicate rows when company names vary (e.g. "Meta" vs "Meta Platforms"). Supports a bulk re-enrichment mode that retrospectively adds timeline, contacts, and prep notes to all existing Notion pages.
version	0.5.0
author	Yuan Chen
repository	https://github.com/chenyuan99/swelist
keywords	["gmail","notion","job-applications","application-tracker","career-management","offer-detection","interview-tracker","rejection-tracker","job-status","sync","automation","sqlite","email-parsing","career-tracker"]
tags	["career","productivity","gmail","notion","job-search"]
category	career
metadata	{"openclaw":{"emoji":"📋","requires":{"bins":[],"env":[],"mcp":[{"name":"claude_ai_Gmail","reason":"Search and read job application emails","optional":false},{"name":"claude_ai_Notion","reason":"Create and update application entries in Notion","optional":true},{"name":"claude_ai_Google_Calendar","reason":"Create calendar events for scheduled interviews","optional":true}]},"config":[{"key":"tracker_backend","description":"Storage backend — notion or sqlite","default":"notion"},{"key":"sqlite_db_path","description":"Path to SQLite database (sqlite backend only)","default":"~/.offerplus/applications.db"}]}}

Application Manager

When to Use This Skill

Trigger when the user asks to:

Sync or refresh job application emails from Gmail ("sync my applications", "check my job emails", "refresh my tracker")
Update the status of one or more specific applications ("mark Amazon as rejected", "I got an offer from Stripe", "update my application status")
Add new applications discovered in Gmail ("add this application to my tracker", "log this job email")
Check what emails arrived from a specific company ("did Google email me back?", "any updates from Meta?")
Track offers, rejections, or interview invitations automatically ("did I hear back from anyone?", "what's my interview pipeline?")
Sync applications into Notion ("add to my Notion tracker", "update my Notion job board")
Sync applications into a local SQLite database ("add to my sqlite tracker", "update my local tracker")
Export or review their full application pipeline ("show my application pipeline", "what's the status of all my applications?")
Update a specific company's page with conversation details, contacts, or prep notes
Flag stale applications that haven't had activity in 30+ days ("what's gone quiet?", "flag stale apps", "what needs follow-up?")
Re-enrich all existing Notion pages with timeline, contacts, and prep notes ("re-enrich all pages", "update all pages", "add prep notes to all my applications")

Setup (first-time use)

Always read profile.md first. It contains the user's tracker backend choice, Notion database ID or SQLite path, Gmail label IDs, and career email.

Resolve these fields before continuing (collect from user + write back to profile.md):

Tracker backend — Integrations > Tracker Backend
- If blank: ask the user — "Do you use Notion or would you prefer a local SQLite file?"
- Set to notion or sqlite
If notion — resolve Integrations > Notion > Career tracker database ID
- If missing: ask user to open their Notion career tracker and copy the URL. The ID is the UUID in notion.so/<workspace>/<DATABASE_ID>?v=...
- Derive: NOTION_DB_ID, COLLECTION_URL = collection://<NOTION_DB_ID>
If sqlite — resolve Integrations > Tracker Backend > SQLite DB path
- Default: ~/.offerplus/applications.db
- On first use, initialize the DB: swelist tracker init --db <path> Or directly: sqlite3 <path> "CREATE TABLE IF NOT EXISTS applications (name TEXT PRIMARY KEY, status TEXT NOT NULL, job_id TEXT, applied_on TEXT, notes TEXT, updated_at TEXT DEFAULT (datetime('now')));"
Gmail label IDs — Integrations > Gmail Labels table
- If missing: run mcp__claude_ai_Gmail__list_labels, show the list, ask the user which labels are job-related, fill in the table in profile.md.
Career email — Personal Info > Career email
- If missing: ask the user which email address receives job application emails.

Config: Company → Gmail

Populate from the user's own labels (mcp__claude_ai_Gmail__list_labels):

Company key	Gmail sender pattern	Gmail label ID	Label name
`amazon`	`noreply@mail.amazon.jobs`	(run list_labels)	e.g. amazon
`linkedin`	`jobs-noreply@linkedin.com`	(run list_labels)	e.g. linkedin
`google`	`@google.com`	—	—
`meta`	`@meta.com`	—	—
`_any_`	—	—	—

Add rows for any other companies the user has labeled. If no labels exist, rely on sender pattern alone.

Config: Status Mapping

Map email signals → pipeline status value (pick the first match). The pipeline is ordered from early to late stage; never move a status backwards.

Priority	Signal (case-insensitive)	Status
1	"offer" OR "congratulations" OR "pleased to inform" OR "we'd like to extend" OR "offer letter"	`Offer`
2	"on-site" OR "final round" OR "technical interview" OR "virtual interview" OR "interview loop"	`Interviewing`
3	"schedule" OR "next steps" OR "move forward" OR "hiring manager" OR "phone interview" OR "video call"	`Interviewing`
4	"online assessment" OR "coding challenge" OR "hackerrank" OR "codility" OR "take-home" OR "assessment link"	`OA`
5	"recruiter" OR "phone screen" OR "initial screen" OR "introductory call" OR "talent acquisition"	`Recruiter screen`
6	"unable to move forward" OR "not selected" OR "no longer considering" OR "other candidates" OR "position has been filled" OR "not moving forward"	`Rejected`
7	"application received" OR "thank you for applying" OR "keep track" OR "under review" OR "successfully submitted"	`Applied / Received`
8	(no email found, only a job listing)	`Applied / Received`

If multiple threads exist for the same role, use the most recent email's status.

Config: Next Action Mapping

Auto-set Next action when creating or updating a Notion page:

Status	Next action
`Applied / Received`	`Waiting`
`OA`	`Prep`
`Recruiter screen`	`Prep`
`Interviewing`	`Prep`
`Offer`	`Send availability`
`Rejected`	(leave blank / clear)
`Withdrawn`	(leave blank / clear)

Config: Link Extraction

Scan the full email body (not just the snippet) for ATS application URLs. Use the first match from the priority list; stop once found.

Priority	Platform	URL pattern to match
1	Greenhouse	`boards.greenhouse.io/` OR `grnh.se/`
2	Lever	`jobs.lever.co/`
3	Workday	`apply.workday.com/` OR `myworkdayjobs.com/`
4	Ashby	`jobs.ashbyhq.com/`
5	SmartRecruiters	`jobs.smartrecruiters.com/`
6	LinkedIn job posting	`linkedin.com/jobs/view/`
7	Indeed job posting	`indeed.com/viewjob` OR `indeed.com/rc/clk`
8	Any URL containing `/jobs/` or `/careers/` + company domain	e.g. `stripe.com/jobs/`

Rules:

Strip tracking parameters (?gh_src=, ?utm_*, etc.) before saving.
If multiple ATS URLs found in one email, prefer the one matching the priority list first.
If no ATS URL found, set link = null; do not write the field.
Never fabricate or guess URLs.

Config: Tag Inference

Infer Tags values from the email body using these rules (all case-insensitive). Only write tags that already exist in the Notion Tags options list — check first, omit if not present.

Tag	Signals to look for
`Referral`	"referred by", "referral from", "your referral", "employee referral", or application link contains `ref=` / `referral`
`Remote`	"remote", "fully remote", "work from home", "distributed team", "location: remote", "anywhere"
`Urgent`	"respond by [date]", "deadline", "respond within [N] days", "as soon as possible", "ASAP"
`Visa`	"visa sponsorship", "H-1B", "OPT", "CPT", "work authorization provided"

Present inferred tags to the user before writing when running interactively:

"Inferred tags: [Referral, Remote] — write to Notion? (y/n/edit)"

When running non-interactively (bulk sync), write them silently and note in the report.

Config: Company Aliases

Used in Step 3 to match email-extracted company names against existing tracker entries. Check aliases before running edit-distance; aliases are authoritative.

Canonical name	Known aliases
`Meta`	Meta Platforms, Meta Platforms Inc., Facebook, Instagram
`Google`	Google LLC, Alphabet, Google DeepMind, Google Cloud, YouTube
`Amazon`	Amazon.com, Amazon Web Services, AWS
`Microsoft`	Microsoft Corporation, Azure
`Apple`	Apple Inc.
`Netflix`	Netflix Inc.
`Uber`	Uber Technologies, Uber Technologies Inc.
`Lyft`	Lyft Inc.
`Stripe`	Stripe Inc., Stripe Payments
`Airbnb`	Airbnb Inc.
`Coinbase`	Coinbase Global, Coinbase Inc.
`Figma`	Figma Inc.
`Notion`	Notion Labs, Notion Labs Inc.
`OpenAI`	OpenAI Inc., OpenAI LP
`Anthropic`	Anthropic PBC

Add rows to this table whenever the user encounters a new company variant and confirms a merge. Write updated rows back to profile.md under a Company Aliases table so they persist across runs.

Edit-distance fallback (when no alias matches):

FUNCTION fuzzy_match(extracted_name, existing_names[]):
  candidates = []
  FOR each existing_name in existing_names:
    dist = levenshtein(extracted_name.lower(), existing_name.lower())
    IF dist <= 2 OR one_is_prefix_of_other(extracted_name, existing_name):
      candidates.append((existing_name, dist))
  RETURN sorted(candidates, by=dist)[:3]   # top 3 closest

If candidates found: present to user — "Found similar entry: '{existing}'. Is this the same company as '{extracted}'? (y/n)"

Yes → use existing page; write alias to profile.md for future runs
No → treat as new company; create new row

Config: Notion Database

(skip if tracker_backend is sqlite)

Field	Value
Collection URL	`collection://<NOTION_DB_ID>`
Parent ID (for creates)	`<NOTION_DB_ID>`

Expected schema (updated pipeline schema):

Property	Type	Allowed values / notes
`Name`	title	`"Company — Role Title"`
`status`	select	`Applied / Received`, `OA`, `Recruiter screen`, `Interviewing`, `Offer`, `Rejected`, `Withdrawn`
`Company`	multi-select	Company name (e.g. `Google`, `Amazon`)
`Tags`	multi-select	Labels like `Referral`, `Remote`, `NYC`, `Top choice`, `Visa`, `OA`, `Onsite`
`Applied on`	date	ISO date when first applied
`Last touch`	date	Date of most recent email in the thread
`Interview date`	date	Parsed date of the next scheduled interview (if any)
`Next action`	select	`Waiting`, `Prep`, `Follow up`, `Send availability`
`Link`	url	Job posting URL or Greenhouse/application portal link

If the database still uses the old schema (status values Not started, In progress, Done instead of the pipeline above), notify the user and map as follows until they upgrade:

Old value	Maps to in old schema
`Applied / Received`	`In progress`
`OA`	`In progress`
`Recruiter screen`	`In progress`
`Interviewing`	`In progress`
`Offer`	`Done`
`Rejected`	`Rejected`
`Withdrawn`	`Rejected`

Config: SQLite Schema

(skip if tracker_backend is notion)

Current (v0.5.0) schema:

CREATE TABLE IF NOT EXISTS applications (
  name           TEXT PRIMARY KEY,   -- "Company — Role Title"
  status         TEXT NOT NULL,      -- pipeline status (see Status Mapping)
  job_id         TEXT,
  company        TEXT,
  applied_on     TEXT,               -- ISO date YYYY-MM-DD
  last_touch     TEXT,               -- ISO date of most recent email
  interview_date TEXT,               -- ISO date of next scheduled interview
  next_action    TEXT,               -- Waiting | Prep | Follow up | Send availability
  link           TEXT,               -- job posting or portal URL (ATS-extracted)
  tags           TEXT,               -- comma-separated inferred tags e.g. "Referral,Remote"
  notes          TEXT,
  updated_at     TEXT DEFAULT (datetime('now'))
);

Migration from v0.2.x (run once if the DB already exists):

ALTER TABLE applications ADD COLUMN company        TEXT;
ALTER TABLE applications ADD COLUMN last_touch     TEXT;
ALTER TABLE applications ADD COLUMN interview_date TEXT;
ALTER TABLE applications ADD COLUMN next_action    TEXT;
ALTER TABLE applications ADD COLUMN link           TEXT;
ALTER TABLE applications ADD COLUMN tags           TEXT;

Run via: sqlite3 <DB_PATH> < migration.sql Or inline: sqlite3 ~/.offerplus/applications.db "ALTER TABLE applications ADD COLUMN last_touch TEXT; ..."

At Step 0, check whether last_touch column exists (PRAGMA table_info(applications)) and run the migration automatically if not.

Workflow

INPUT: company (optional), date_range (default: newer_than:6m)

STEP 0  Load profile
  Read profile.md → extract tracker_backend, CAREER_EMAIL, label table
  IF tracker_backend == "notion":  resolve NOTION_DB_ID, COLLECTION_URL
  IF tracker_backend == "sqlite":
    resolve DB_PATH; run init if DB does not exist
    check PRAGMA table_info(applications) for last_touch column
    IF missing: run migration SQL (see Config: SQLite Schema)
  IF any required field blank: collect from user → write to profile.md → continue
  IF company given AND not in label table:
    run list_labels → confirm with user → append to profile.md label table

STEP 1  Search Gmail
  IF company given:
    query = build_query(company)          # see Query Builder below
  ELSE:
    query = 'subject:"application" OR subject:"your application" OR subject:"interview" newer_than:6m'
  threads = gmail_search(query, max_results=20)
  FOR each thread WHERE snippet is ambiguous:
    fetch full thread via gmail_get_thread(thread_id)

STEP 2  Parse threads → applications[]
  FOR each thread:
    company_name   = extract_company(thread)
    role_title     = extract_role(thread)
    status         = map_status(thread)         # use Status Mapping table above
    next_action    = map_next_action(status)    # use Next Action Mapping table above
    date           = most_recent_message_date(thread)
    applied_date   = earliest_message_date(thread)
    job_id         = extract_job_id(thread)     # if present in email
    interview_date = extract_interview_date(thread)
                     # scan body for patterns: "June 9", "Monday June 9 at 2pm PT",
                     # "scheduled for <date>", "your interview is on <date>"
                     # normalise to ISO date YYYY-MM-DD; set null if not found
    link           = extract_link(thread)
                     # match ATS URL patterns (see Config: Link Extraction)
                     # strip tracking params; null if not found
    suggested_tags = infer_tags(thread)
                     # apply Tag Inference rules; returns list e.g. ["Referral","Remote"]
                     # empty list if no signals found
    page_name      = f"{company_name} — {role_title}"
    APPEND { page_name, company_name, status, next_action, date, applied_date,
             job_id, interview_date, link, suggested_tags, thread_id }

STEP 3  Deduplicate (with fuzzy company matching)
  IF tracker_backend == "notion":
    all_pages = notion_fetch(COLLECTION_URL)   # cache for reuse in Steps 6+7
    existing_names = [p.name for p in all_pages]
    FOR each application:
      # 1. exact match
      existing = find_exact(application.page_name, existing_names)
      IF not found:
        # 2. alias match on company portion
        canonical = resolve_alias(application.company_name)  # Config: Company Aliases
        existing = find_exact(canonical + " — " + role_title, existing_names)
      IF not found:
        # 3. edit-distance match on company name portion
        company_candidates = fuzzy_match(application.company_name,
                                         [extract_company(n) for n in existing_names])
        IF company_candidates:
          ask user to confirm merge (show top match + distance)
          IF confirmed: existing = candidate; write alias to profile.md
      IF found: set existing_status, action = "update" or "skip"
      ELSE:     action = "create"

  IF tracker_backend == "sqlite":
    existing_rows = sqlite3 DB_PATH "SELECT name, company, status FROM applications"
    FOR each application:
      # 1. exact match
      result = find_exact(application.page_name, existing_rows)
      IF not found:
        # 2. alias match
        canonical = resolve_alias(application.company_name)
        result = find_exact(canonical + " — " + role_title, existing_rows)
      IF not found:
        # 3. edit-distance match on company column
        company_candidates = fuzzy_match(application.company_name,
                                         [r.company for r in existing_rows if r.company])
        IF company_candidates:
          ask user to confirm merge
          IF confirmed: result = candidate; write alias to profile.md
      IF result is not null: set existing_status, action = "update" or "skip"
      ELSE:                   action = "create"

STEP 4  Apply changes
  IF tracker_backend == "notion":
    FOR each create/update:
      confirm_tags = filter suggested_tags to only values in existing Notion Tags options
      IF interactive AND confirm_tags not empty:
        prompt user to confirm / edit tag suggestions
    creates → notion_create_pages(batch) with all fields incl. Interview date, Link, Tags
    updates → notion_update_page per entry with status, Last touch, Next action,
              Interview date (if extracted), Link (if extracted, don't overwrite existing),
              Tags (merge with any already on page; add new confirmed ones only)

  IF tracker_backend == "sqlite":
    FOR each create:
      sqlite3 DB_PATH "INSERT OR IGNORE INTO applications
        (name,status,company,job_id,applied_on,last_touch,interview_date,next_action,link,tags)
        VALUES (?,?,?,?,?,?,?,?,?,?)"
    FOR each update:
      sqlite3 DB_PATH "UPDATE applications SET status=?, last_touch=?,
        next_action=?, interview_date=COALESCE(?,interview_date),
        link=COALESCE(?,link), tags=COALESCE(?,tags),
        updated_at=datetime('now') WHERE name=?"

STEP 5  Enrich page content (Notion only, when company is given OR when status changed)
  FOR each application that was created or updated (and tracker is notion):
    fetch full thread via gmail_get_thread(thread_id)
    extract:
      timeline[]       = list of { date, event_summary } sorted chronologically
      key_contacts[]   = list of { name, email, role } from From/Cc headers
      conversation[]   = key quotes or summaries from each email in thread
      prep_suggestions = generate 3-5 bullet prep suggestions based on status + role
    Build structured page content:
      ## Timeline
      | Date | Event |
      ...
      ## Key Contacts
      | Name | Email | Role |
      ...
      ## Conversation Notes
      [bullet summary of each email in thread]
      ## Preparation
      [3-5 tailored bullet points based on company + role + stage]
    notion_update_page(page_id, content=structured_content)

    IF interview_date is not null AND Google Calendar MCP is available:
      ask user: "Create a calendar event for <company> interview on <date>?"
      IF yes:
        google_calendar_create_event(
          summary  = "<company> — <role> Interview",
          start    = interview_date + "T09:00:00",  # use extracted time if available
          end      = interview_date + "T10:00:00",
          description = "Application tracked in 2026 Career Notion database."
        )

STEP 6  Staleness detection
  stale_threshold = today - 30 days
  IF tracker_backend == "notion":
    # all_pages already fetched and cached in Step 3 — no second fetch needed
    stale = [p for p in all_pages
             if p.status NOT IN ("Rejected", "Withdrawn", "Offer")
             AND (p.last_touch < stale_threshold OR p.last_touch is null)
             AND p.next_action != "Follow up"]
    FOR each stale page:
      notion_update_page(page_id, properties={"Next action": "Follow up"})

  IF tracker_backend == "sqlite":
    stale = sqlite3 DB_PATH "SELECT name, status, last_touch FROM applications
      WHERE status NOT IN ('Rejected','Withdrawn','Offer')
      AND (date(COALESCE(last_touch, updated_at)) < date('now','-30 days'))
      AND COALESCE(next_action,'') != 'Follow up'"
    FOR each stale row:
      sqlite3 DB_PATH "UPDATE applications SET next_action='Follow up',
        updated_at=datetime('now') WHERE name=?"

STEP 7  Report
  IF no specific company was given (full sync):
    IF tracker_backend == "notion":
      counts = tally status values from all_pages (fetched in Step 6)
    IF tracker_backend == "sqlite":
      counts = sqlite3 DB_PATH "SELECT status, COUNT(*) FROM applications GROUP BY status"
    print funnel summary line (see Report Format below)
  print per-application summary (see Report Format below)

Workflow: Bulk Re-enrichment Mode

Triggered when the user says "re-enrich all pages", "add notes to all applications", "update all pages with prep notes", or uses the --enrich-all flag.

INPUT: include_closed (default: false) — whether to enrich Rejected/Withdrawn pages

STEP R0  Load profile (same as main STEP 0)

STEP R1  Fetch all pages
  all_pages = notion_fetch(COLLECTION_URL)
  IF include_closed == false:
    pages = [p for p in all_pages if p.status NOT IN ("Rejected", "Withdrawn")]
  ELSE:
    pages = all_pages
  print: "Found {len(pages)} pages to enrich."

STEP R2  Match pages to Gmail threads
  FOR each page in pages:
    company_name = extract_company_from_name(page.name)
    role_title   = extract_role_from_name(page.name)
    query        = build_query(company_name) with date_range="newer_than:12m"
    threads      = gmail_search(query, max_results=5)
    IF no threads found:
      skip page; note in report as "no emails found"
      CONTINUE
    best_thread  = most_recent_thread(threads)
    full_thread  = gmail_get_thread(best_thread.id)
    STORE { page, full_thread }

STEP R3  Enrich each page (same as main STEP 5)
  FOR each { page, full_thread }:
    extract timeline, key_contacts, conversation notes, prep_suggestions
    notion_update_page(page.id, content=structured_content)
    IF page.interview_date is null:
      interview_date = extract_interview_date(full_thread)
      IF found: notion_update_page(page.id, properties={"Interview date": interview_date})
    IF page.link is null:
      link = extract_link(full_thread)
      IF found: notion_update_page(page.id, properties={"Link": link})

STEP R4  Report
  print:
    Re-enriched: {N} pages
      ✦ {Company} — {Role}  (+ interview date | + link | full notes)
    Skipped (no emails): {M} pages
      · {Company} — {Role}

Query Builder

FUNCTION build_query(company_key, date_range="newer_than:6m"):
  cfg = COMPANY_CONFIG[company_key]
  parts = []
  IF cfg.sender:   parts.append(f"from:{cfg.sender}")
  IF cfg.label_id: parts.append(f"label:{cfg.label_id}")
  subject_terms = 'subject:application OR subject:interview OR subject:offer OR subject:position OR subject:assessment OR subject:next steps'
  RETURN f'({" OR ".join(parts)}) ({subject_terms}) {date_range}'

Examples:

Amazon with label → (from:noreply@mail.amazon.jobs OR label:<label_id>) (subject:application OR ...) newer_than:6m
Unknown company → fall back to from:@<company>.com or company name in subject

Storage API Calls

Notion — Create (batch)

{
  "data_source_id": "<NOTION_DB_ID>",
  "pages": [
    {
      "properties": {
        "Name": "Amazon — SDE, AWS",
        "status": "Applied / Received",
        "Company": ["Amazon"],
        "Tags": ["Referral"],
        "Applied on": "2026-05-17",
        "Last touch": "2026-05-17",
        "Interview date": null,
        "Next action": "Waiting",
        "Link": "https://boards.greenhouse.io/amazon/jobs/12345"
      },
      "content": "Applied: 2026-05-17\n\n## Timeline\n| Date | Event |\n|---|---|\n| 2026-05-17 | Application submitted |\n\n## Preparation\n- Research AWS products and services\n- Practice system design at scale"
    }
  ]
}

Notion — Update (single, status + dates + next action)

{
  "page_id": "<page-id>",
  "command": "update_properties",
  "properties": {
    "status": "Interviewing",
    "Last touch": "2026-05-28",
    "Interview date": "2026-06-09",
    "Next action": "Prep"
  },
  "content_updates": []
}

Notion — Update (single, staleness flag)

{
  "page_id": "<page-id>",
  "command": "update_properties",
  "properties": {
    "Next action": "Follow up"
  },
  "content_updates": []
}

Notion — Update (single, full page enrichment)

{
  "page_id": "<page-id>",
  "command": "update_properties",
  "properties": {
    "status": "Interviewing",
    "Last touch": "2026-05-28",
    "Next action": "Prep"
  },
  "content": "## Timeline\n| Date | Event |\n|---|---|\n| 2026-05-01 | Application submitted |\n| 2026-05-20 | Recruiter reached out |\n| 2026-05-28 | Interview scheduled for June 9 |\n\n## Key Contacts\n| Name | Email | Role |\n|---|---|---|\n| Jane Smith | jane@company.com | Recruiter |\n\n## Conversation Notes\n- 2026-05-28: Email from Jane Smith scheduling a technical interview for June 9 at 2pm PT.\n\n## Preparation\n- Review data structures and algorithms\n- Prepare STAR stories for behavioral questions\n- Research company mission and recent products\n- Practice whiteboard-style coding problems\n- Prepare 3–5 questions to ask the interviewer"
}

Notion — Search (dedup)

{
  "query": "Amazon — Software Development Engineer",
  "data_source_url": "collection://<NOTION_DB_ID>",
  "filters": {}
}

SQLite — Create

swelist tracker add "Amazon — SDE, AWS" \
  --status "Applied / Received" \
  --job-id 10414382 \
  --applied-on 2026-05-17 \
  --db <DB_PATH>

SQLite — Update

swelist tracker update "Amazon — SDE, AWS" \
  --status "Interviewing" \
  --db <DB_PATH>

SQLite — Search (dedup)

swelist tracker get "Amazon — SDE, AWS" --db <DB_PATH>
# Returns JSON object if found, null if not found. Exit code 1 when not found.

SQLite — List all

swelist tracker list --db <DB_PATH>
swelist tracker export --format json --db <DB_PATH>

SQLite — Funnel summary query

sqlite3 ~/.offerplus/applications.db \
  "SELECT status, COUNT(*) AS n FROM applications GROUP BY status ORDER BY n DESC;"

SQLite — Staleness query

sqlite3 ~/.offerplus/applications.db \
  "SELECT name, status, COALESCE(last_touch, updated_at) AS last_activity
   FROM applications
   WHERE status NOT IN ('Rejected','Withdrawn','Offer')
   AND date(COALESCE(last_touch, updated_at)) < date('now','-30 days')
   ORDER BY last_activity ASC;"

Google Calendar — Create interview event

{
  "summary": "Applied Intuition — Software Engineer Interview",
  "start": { "dateTime": "2026-06-09T14:00:00", "timeZone": "America/Los_Angeles" },
  "end":   { "dateTime": "2026-06-09T15:00:00", "timeZone": "America/Los_Angeles" },
  "description": "Application tracked in 2026 Career Notion database."
}

Naming Convention

"{Company} — {Role Title}"

Good	Bad
`Amazon — Software Development Engineer, AWS`	`SDE at Amazon`
`Google — Software Engineer II, Early Career`	`Google SWE`
`Goldman Sachs — Software Engineer - Associate`	`Goldman`

Rules:

Em dash (—), not hyphen
Company name in title case
Role title verbatim from the job posting or email subject when possible

Report Format

Pipeline: {N} Applied · {N} OA · {N} Interviewing · {N} Offer · {N} Rejected
  (omit pipeline line when syncing a single company)

Synced {N} application(s) on {date}  [{backend}: notion|sqlite]

Created:
  ✦ {Company} — {Role} → {status}  [next: {next_action}]
    🔗 {link}  (omit if not found)
    🏷  Tags: {tag1}, {tag2}  (omit if none inferred)

Updated:
  ↑ {Company} — {Role} → {new_status}  (was: {old_status})  [next: {next_action}]
  + Page enriched: timeline, key contacts, prep notes added
  📅 Interview date: {date}  (calendar event created / skipped)
  🔗 Link extracted: {link}  (omit if not found)
  🏷  Tags added: {tag1}, {tag2}  (omit if none)

Skipped (already up to date):
  · {Company} — {Role} → {status}

Flagged as stale (no activity > 30 days → Follow up):
  ⏰ {Company} — {Role}  [last touch: {date}]

Merged (fuzzy company match confirmed):
  ⟳ "{extracted}" → matched to "{existing}"  [edit distance: {n}]

Errors:
  ✕ {description of issue}

Edge Cases

Situation	Handling
Multiple threads for same role	Use most recent thread's status
Role title not in email	Use job ID or "Role" as placeholder; note it in content/notes
Company exists under a different name variant	Search by company name alone first, prompt user to confirm merge
Email snippet enough to determine status	Skip full thread fetch for status; still fetch for page enrichment when company is given
`Company` or `Tags` value not in Notion options list	Omit the field; do not create new options automatically
Page name collision (same company, same title, different role)	Add disambiguator: `Amazon — SDE, AWS (Job ID 12345)`
Notion DB ID or schema unknown	Fetch database URL with `notion-fetch` to inspect schema first
Notion DB uses old 4-status schema	Map pipeline status to old values (see Config: Notion Database), notify user to upgrade
SQLite DB does not exist	Run `swelist tracker init` or the CREATE TABLE statement before Step 3
SQLite DB path missing from profile.md	Use default `~/.offerplus/applications.db`; confirm with user
Status would move backwards (e.g. Interviewing → Applied)	Keep existing status; only update Last touch date
Key contacts not extractable from thread	Omit key contacts section; do not hallucinate names or emails
No prep suggestions applicable	Omit Preparation section rather than generating generic advice
Interview date ambiguous (e.g. "sometime next week")	Set interview_date to null; note ambiguity in conversation notes
Interview date already in the past	Still write it to the page; do not create a calendar event for past dates
Google Calendar MCP not connected	Skip calendar event creation; note it in the report
SQLite DB exists but missing new columns (v0.2.x)	Run migration SQL automatically at Step 0 before proceeding
Staleness check finds 0 stale rows	Omit the stale section from the report entirely
next_action already "Follow up"	Skip staleness update for that row; it's already flagged
ATS URL found but already saved in Link property	Do not overwrite existing value; preserve what was there
Multiple ATS URLs in one email (e.g. Greenhouse + LinkedIn)	Use highest-priority match per Link Extraction table
URL contains tracking params (`?gh_src=`, `?utm_*`)	Strip before saving; store clean canonical URL only
Inferred tag not in Notion Tags options list	Silently omit; never create new Notion options
Inferred tag is already on the page	Skip; do not duplicate
Funnel counts fetched from Notion but all_pages is empty	Skip pipeline line; note "0 applications tracked"
Funnel query when syncing a single company	Skip pipeline summary entirely
Fuzzy match finds a candidate but user declines merge	Treat as new company; create new row; do not add alias
Fuzzy match distance is 1 (e.g. "Gogle" vs "Google")	Still prompt user — never auto-merge without confirmation
Two existing rows both match fuzzily (ambiguous)	Show top 2 candidates; let user pick or decline all
Alias resolved but role title doesn't match	Do not merge — same company, different role is a different application
Bulk re-enrichment on SQLite backend	Not supported; print "Page enrichment requires Notion backend" and exit
Bulk re-enrichment: page has no matching Gmail thread	Skip; add to "no emails found" section of report
Bulk re-enrichment: page already has rich content	Overwrite with fresh extraction — user triggered this explicitly
Bulk re-enrichment: more than 50 pages to enrich	Warn user of expected time (~2 min per 10 pages); ask to confirm before proceeding

job-application-manager-gmail-notion-sync

More from this repository

More from this repository

Application Manager

When to Use This Skill

Setup (first-time use)

Config: Company → Gmail

Config: Status Mapping

Config: Next Action Mapping

Config: Link Extraction

Config: Tag Inference

Config: Company Aliases

Config: Notion Database

Config: SQLite Schema

Workflow

Workflow: Bulk Re-enrichment Mode

Query Builder

Storage API Calls

Notion — Create (batch)

Notion — Update (single, status + dates + next action)

Notion — Update (single, staleness flag)

Notion — Update (single, full page enrichment)

Notion — Search (dedup)

SQLite — Create

SQLite — Update

SQLite — Search (dedup)

SQLite — List all

SQLite — Funnel summary query

SQLite — Staleness query

Google Calendar — Create interview event

Naming Convention

Report Format

Edge Cases

Application Manager

When to Use This Skill

Setup (first-time use)

Config: Company → Gmail

Config: Status Mapping

Config: Next Action Mapping

Config: Link Extraction

Config: Tag Inference

Config: Company Aliases

Config: Notion Database

Config: SQLite Schema

Workflow

Workflow: Bulk Re-enrichment Mode

Query Builder

Storage API Calls

Notion — Create (batch)

Notion — Update (single, status + dates + next action)

Notion — Update (single, staleness flag)

Notion — Update (single, full page enrichment)

Notion — Search (dedup)

SQLite — Create

SQLite — Update

SQLite — Search (dedup)

SQLite — List all

SQLite — Funnel summary query

SQLite — Staleness query

Google Calendar — Create interview event

Naming Convention

Report Format

Edge Cases