Tracking Conversations

Never lose track of important job search conversations again. CareerTrackr’s Communications feature helps you log every interaction with recruiters, hiring managers, and professional contacts.

What are Communications?

Communications are records of your interactions with contacts, including:

• Emails sent and received
• Phone conversations
• LinkedIn messages
• In-person meetings
• Text messages
• Video calls

Logging Communications

Quick Log

1. Navigate to Communications
2. Click “Log Communication”
3. Fill in required fields:
   • Contact person
   • Date and time
   • Communication medium
   • Direction (inbound/outbound)
   • Summary
4. Add optional details:
   • Full content/notes
   • Related opportunity
   • Next steps

From Contact Page

1. Open a contact’s profile
2. Click “Log Communication”
3. Contact is pre-selected
4. Fill in conversation details

From Opportunity Page

1. Open an opportunity
2. Click “Add Communication”
3. Opportunity is pre-linked
4. Select the contact
5. Log the interaction

Communication Details

Required Fields

• Contact: Who you communicated with
• Date/Time: When it occurred
• Medium: How you communicated
• Direction: Inbound (they contacted you) or Outbound (you contacted them)
• Summary: Brief description

Optional Fields

• Content: Full notes, email text, or conversation details
• Opportunity: Related job opportunity
• Status: Status of the communication
• Follow-up: Next action needed

Communication Mediums

• Email
• Phone
• LinkedIn Message
• In-Person
• Video Call
• Text/SMS
• Other

Best Practices for Logging

Log Immediately

Record conversations while they’re fresh:

• Key points discussed
• Commitments made
• Questions asked
• Next steps agreed

Be Detailed

Include enough context to understand months later:

• Names mentioned: Other people referenced
• Specific requirements: Technical skills, experience needed
• Timeline: When they’ll make decisions
• Concerns: Any hesitations expressed
• Enthusiasm: Positive signals

Use Templates

Initial Recruiter Contact:

Recruiter reached out about [Role] at [Company].
Key points:
- Salary range: $X-Y
- Remote policy: [Details]
- Interview process: [Steps]
- Timeline: [When]
Next: Send resume by [Date]

Post-Interview Follow-up:

Thank you email sent for [Interview Type] on [Date].
Mentioned:
- Excitement about [Specific Topic]
- Follow-up on [Question]
- Reiterated interest
Response: [Their Reply]

Negotiation Call:

Discussed offer details:
- Base salary: $X → Requested $Y
- Signing bonus: $X
- Start date: [Date]
- Other perks: [List]
They will respond by [Date]

Organizing Communications

By Contact

• View all interactions with one person
• See conversation history
• Track response patterns

By Opportunity

• See all communications for a role
• Understand the full journey
• Identify decision makers

By Date

• Recent communications dashboard
• Weekly/monthly summaries
• Track follow-up needs

Search and Filter

• Search by content keywords
• Filter by medium
• Find specific conversations

Communication Patterns

Track Response Times

Notice patterns like:

• How quickly recruiters respond
• Best times to reach contacts
• Preferred communication methods

Measure Engagement

• Number of touchpoints per opportunity
• Response rates to outreach
• Most effective communication types

Follow-up Tracking

• Set reminders for no-response
• Track promised callbacks
• Monitor commitment follow-through

Integration with Other Features

Link to Activities

• Reference communications in meeting prep
• Log post-interview thank you notes
• Track communication between interviews

Connect to Opportunities

• See all touchpoints for each role
• Track who’s involved in decisions
• Understand the full context

Contact History

• Build relationship over time
• Reference previous conversations
• Maintain continuity

Templates and Examples

Cold Outreach Response

Subject: Re: Software Engineer Position
Responded to recruiter's InMail about SWE role.
Expressed interest, highlighted:
- 5 years Python experience
- AWS certification
- Similar industry background
Asked about: Remote policy, team size, tech stack
Next: Phone screen Tuesday 2pm

Interview Scheduling

Subject: Interview Confirmation
Confirmed technical interview:
- Date: March 15, 2pm EST
- Duration: 90 minutes
- Format: Coding + System Design
- Interviewers: John (Senior SWE), Mary (EM)
Prep needed: Review distributed systems

Offer Discussion

Call with HR about offer:
- Excited about role and team
- Requested 10% salary increase
- Asked for extra week PTO
- Discussed flexible start date
HR will check with leadership, respond by EOW

Tips for Success

1. Consistency is Key: Log every meaningful interaction

2. Include Context: Add why this communication matters

3. Action Items: Always note next steps

4. Searchable Notes: Use keywords you’ll remember

5. Honest Records: Include both positive and negative signals

Common Mistakes to Avoid

• ❌ Waiting too long to log conversations
• ❌ Being too brief in descriptions
• ❌ Forgetting to link opportunities
• ❌ Not tracking informal communications
• ❌ Missing follow-up commitments

Privacy and Ethics

• Log only your own communications
• Respect confidentiality requests
• Don’t share private conversation details
• Use professional language in notes

Limitations

• ❌ No email integration for auto-logging
• ❌ No call recording features
• ❌ No template library
• ❌ No team collaboration
• ❌ No automated follow-up reminders

Related Guides

• Managing Contacts
• Activity Scheduling
• Opportunity Management