Scanning Gmail for Past Applications

Use Scan Gmail to import applications you sent before joining Aplyr — pick a date range, see an estimate, and watch progress in your Tracker.

Written By Aplyr Support

Last updated About 2 hours ago

  • Scan Gmail looks through your connected Gmail for application confirmation emails and imports them into your Tracker — so jobs you applied to before Aplyr show up automatically.
  • You choose a Date Range and an optional email cap, then get an estimate of how many emails will be scanned and how long it'll take.
  • The scan runs in the background — you can close the tab and come back, and you can Stop it any time.

If you've been applying to jobs for a while, your Gmail already holds a record of most of them. Scanning pulls that history into Aplyr so your Tracker reflects your real pipeline from day one — no manual entry required.

How to scan Gmail

You'll need a Gmail account connected first. If you see a Reconnect or Connect prompt, finish that step before scanning.

  1. Go to your Tracker.
  2. In the header, click Scan Gmail. This opens the Scan Settings window.
  3. Under Date Range, set a From and To date to choose how far back to look. Leave them blank to scan your full history.
  4. Optionally set Maximum Emails (optional) to cap how many emails the scan processes — useful for a quick first pass.
  5. Click Get Estimate to see how many emails match and the estimated time.
  6. When you're happy, click Start Scan.

[Insert image: the Scan Settings window showing the Date Range From/To pickers, Maximum Emails field, and the estimate panel reading "emails to scan" and "estimated time"]

Reading the estimate

After you click Get Estimate, Aplyr counts the emails that match your settings and shows two numbers: how many emails to scan and the estimated time to finish. A wider date range means more emails and a longer scan. If the count looks huge, narrow the Date Range or add a Maximum Emails cap before starting.

💡 Tip Not sure where to start? Scan the last few months first to confirm everything imports the way you expect, then run a second, wider scan for older applications.

Monitoring progress

Once the scan starts, a progress bar appears at the top of your Tracker showing Scanning emails…, the percentage complete, and an estimated time remaining. New applications appear in your Tracker as they're found, so you'll see your pipeline fill in live. When it finishes, you'll get a confirmation noting how many new applications were imported.

📌 Note The scan runs on Aplyr's servers, not in your browser. You can close the tab or switch devices — it keeps going, and reopening the Tracker re-attaches to the live progress.

Stopping a scan

To end a scan early, click Stop on the progress bar. Anything already found stays in your Tracker — stopping only halts further scanning. You can run Scan Gmail again whenever you like, with the same or different settings.

Good to know

💡 Tip Scanning only reads emails to detect applications — it doesn't send anything or change your Gmail. Imported applications land with a best-guess status, and any follow-up confirmation or interview emails auto-thread onto the matching application over time.
⚠️ Warning Scan Gmail is specific to a connected Gmail account. Your Aplyr Inbox doesn't need scanning — it classifies applications the moment mail arrives, so there's no batch-scan step for it.

Found a confirmation that didn't import, or an email matched to the wrong job? You can fix the link or status directly on the application — see the related articles below.