Create Custom Applicant Status

When defining applicant statuses, a master applicant status list is created at the top organizational unit (OU) level, including default and custom statuses. At the top OU level, new statuses can be created. However, when managing the applicant statuses at the child OU level, new custom applicant statuses cannot be created. Instead, administrators can only add custom statuses from the master list defined at the top level OU.

A status type must be defined for all custom applicant statuses. Each applicant status can only have one associated status type. The status type determines the functionality that is available for the status.

The following status types cannot be associated with custom statuses, as they are only associated with the system-defined default statuses:

  • Closed
  • Hired
  • Offer Letter

To create a custom applicant status, go to Admin > Tools > Recruit > Applicant Statuses. Then click the Create Custom Status link.

Create Custom Statuses at Top OU Level

At the top OU level, new custom statuses can be created. When the Create Custom Status link is clicked, the Create Custom Status pop-up appears.

Enter the following information for the status:

  • Language - If multiple languages are enabled, from the drop-down list select the language in which you are entering the status name and description. To localize the status name and description into other available languages, select the appropriate language from the drop-down list and enter the localized name and description in the appropriate fields.
  • Display Name - Enter the status name, which appears throughout the system. The character limit for this field is 50. When the Display Name of an active status is modified after the status is in use or has been used in a job requisition:
    • The new display name appears on the Default Status List page.
    • The new display name appears in the Status list on the job requisition template.
    • Any new job requisitions created after the display name is changed apply the new display name.
    • Job requisitions created before the status display name is changed continue to honor the name that existed at the time the requisition was created.
  • Description - Enter the status description. This should describe the purpose of the status and what is implied when an applicant is in that status. The character limit for this field is 500.
  • Type - This field enables administrators to manage the status type when creating custom statuses. The field only displays when creating a custom status at the top level OU. When creating a custom status for a child OU, the Type field displays the type selected for the parent OU but is not editable. Select one of the following status types:
    • Background Check - The Background Check status type means that an applicant is in a background check step of the status workflow. The Background Check status type can be selected for any custom status and can be added multiple times to the applicant status workflow. This allows you to have multiple background check steps throughout the applicant status workflow.
    • For portals with third party vendor background check integration, the functionality associated with the Background Check status type is available for each instance of the Background Check status type in an applicant status workflow. For portals that do not have HireRight integration, there is no functionality that can be configured for the Background Check status type.

    • Custom Integration - The Custom Integration status type mans that the applicant is in an integration step of the status workflow. The Integration status type can be selected for any custom status and can be added multiple times to the applicant status workflow. This allows you to have multiple integration steps throughout the applicant status workflow. For portals with custom integrations enabled, the functionality associated with the Custom Integration status type is available for each instance of the Custom Integration status type in an applicant status workflow. For example, this status type would be selected for portals with First Advantage enabled in order to create a custom status for the background check.
    • Interview - The Interview status type means that an applicant is in an interview step of the status workflow. The Interview status type can be selected for any custom status and can be added multiple times to the applicant status workflow. This allows you to have multiple interview steps throughout the applicant status workflow. The functionality associated with the Interview status type is available for each instance of the Interview status type in an applicant status workflow.
    • The functionality for the Interview status type is configured on the requisition template and can also be configured on the job requisition. Additional interview functionality is configured via the Interview status type panel on the Applicant Profile page and from the Interview Manager page.

    • Other - This option is selected by default. The Other status type is designed to be used for applicant status workflow steps that do not require any configurable functionality to be associated with the step. For example, a status workflow may have a custom status named Discussion. During the Discussion step of the status workflow, the applicant reviewers, hiring manager, and department head meet in-person to discuss the applicants and determine the top three prospects. This step does not require any configurable functionality, as it is an in-person, internal meeting that is a standard part of the organization's recruiting process. For this reason, the status type defined for the status is Other.
    • Review - The Review status type means that an applicant is in an applicant review step of the status workflow, which indicates that the applicant is being reviewed by recruiters and hiring managers. The Review status type can be selected for any custom status and can be added multiple times to the applicant status workflow. This allows you to have multiple applicant review steps throughout the applicant status workflow. However, the functionality associated with the Review status type only appears in the first instance of the Review status type in an applicant status workflow. All subsequent instances are placeholders in the status workflow to indicate that the applicant is in an applicant review status.
    • SHL Assessment - This status type is only available for portals with the assessment vendor functionality enabled. This status type enables administrators to include an SHL assessment status type in the applicant review workflow and configure assessment functionality for the applicable steps in the workflow. Note: SHL is an assessment vendor with whom assessment functionality can be integrated. To enable this functionality, contact Global Product Support. The SHL Assessment status type remains available when used in a job requisition, even if the backend setting is disabled after the requisition is created.
  • Integration - Select the third party integration from the drop-down. For example, portals with First Advantage enabled for background checks would select FADV Background Check in the drop-down.
  • Active - If this option is selected, the status is active and is available to be included in status workflows. When a status is made inactive:
    • The status is no longer available for selection on the Default Status List page.
    • The status no longer appears in the Status list on the job requisition template and is not available to be added to a template.
    • Any new job requisitions created after the status is inactive do not apply the inactive status.
    • Job requisitions created before the status is inactive continue to honor the status as an active status.

After entering the appropriate information, click Save.

Add Custom Statuses at Child OU Level

At a child OU level (any OU that is not the top level OU), new custom statuses cannot be created. Instead, administrators can add custom statuses from the master list that is defined at the top level OU. When the Add Custom Status link is clicked, the Add Custom Status pop-up appears, allowing the administrator to select the desired statuses.

To add a custom applicant status at the child OU level, go to Admin > Tools > Recruitment > Applicant Statuses (by Division). Then click the Add Custom Status link.

Click the plus icon to the left of the appropriate status to add the status to the list of possible applicant statuses at the child OU level. Once a status is selected, it appears in the upper portion of the pop-up and can be removed from the list if necessary.