Manage Applicant Statuses

An applicant status is essentially a step in a workflow that an applicant goes through when being considered for a job. The Manage Applicant Statuses page enables administrators to define the master list of applicant statuses that are available for use in Recruiting. Administrators can rename default statuses and create custom statuses.

The functionality of an applicant status is determined by the status type defined for the status.

  • For the default statuses, which are Closed, Hired, and Offer Letter, the status type is predefined by the system and cannot be modified. See the Default Statuses section below for more information.
  • For custom statuses, the status type is defined when the status is created or modified. See the Custom Statuses section below for more information.

Defining a type for each applicant status enables administrators to control the functionality associated with each status and more effectively define the various steps of the application process. Some status types can be used multiple times, which allows administrators greater flexibility in defining the functionality associated with a status.

Note: The status types that are available to select for custom statuses are system-defined. New status types cannot be created.

Define Status List by OU

Applicant statuses can be defined by OU, allowing each OU to set the statuses that are relevant for its hiring process and prevent other OUs from accessing its list.

When defining applicant statuses, a master applicant status list is created at the top OU level, including default and custom statuses. Administrators who create job requisitions and recruiters who change applicant statuses should only have access to the applicant statuses at their OU level so that the master applicant status list is only modified by top-level administrators.

When managing the applicant statuses at the child OU level, they are initially an exact copy of the parent OU's statuses.

  • All custom statuses may be deleted from the child OU status list, regardless of whether they are in use. Note: At the top OU level, custom statuses can only be deleted if they have never been used.
  • At the child OU level, new custom applicant statuses cannot be created. Instead, administrators can only create custom statuses from the master list defined at the top level OU.

To manage applicant statuses, go to Admin > Tools > Recruit > Applicant Statuses.

Feature Description
Create Custom Status Click the link to add a custom applicant status. See Create Custom Applicant Status.
Include Inactive Select this option to include inactive applicant statuses in the display.
Default Status List Click the link to view the default status list. See Default Status List.
Manage Applicant Status Types Table

The following information is displayed for each applicant status:

  • Name - This column displays the names of default and custom applicant statuses. By default, statuses are listed in the order in which they are added. New statuses appear first.
  • Description - This column displays the status descriptions that were defined during creation.
  • Type - This column displays the status type defined for the status.
  • Default/Custom - This column displays whether the applicant status is one of the default statuses or a custom status.
    • Default statuses are available by default and cannot be deleted but can be modified. Some default statuses have specific preferences and functionality associated with them. When a default status is modified, these additional options can be configured. See Default Statuses below for additional information.
  • Active - This column displays whether or not the status is active. All custom status can be activated or inactivated when the status is created or when editing the status.
Options

The following options are available in the Options column:

  • Edit - Click this icon to edit the details of the applicant status. If a status is currently in use, any modifications are applied to all requisitions, requisition templates, and applicants to which the status applies. See Create Custom Applicant Status.
  • History - Click this icon to view the modification history of the status, including the creation and any modifications to the status.
  • Remove - Click this icon to delete the status. This option is only available for custom statuses that are not being used in status workflow templates or job requisition status workflows. Default statuses cannot be deleted.
Back/Save

Click Back to return to the Admin > Configuration Tools > Recruitment page.

Click Save to save the changes to the Overwrite custom settings option.

Overwrite Settings

Choose whether to overwrite custom settings for child division OUs. If you choose to overwrite custom settings for child division OUs, the selected settings are applied to both new and existing child OUs. Any previously customized child OUs are updated with the selected settings.

If this option is unselected, then only the child OUs that do not have customized settings will be updated, as well as any OUs that are added in the future.

A child OU that has not been customized always inherits from the parent, regardless of whether this option is selected.

An OU is considered customized if its preferences or settings have been changed.

Default Statuses

The following are the default statuses and their associated status type:

  • Offer Letter - This status is used when an applicant has or is set to receive an offer letter. The status type is Offer Letter by default and cannot be changed. When this status is selected on the applicant profile, additional functionality is available. This status can be inactivated, and an Active option displays on the Edit Status pop-up.
  • Closed - This status is used when consideration of the applicant is closed. The status type is Closed by default and cannot be changed. When this status is selected on the applicant profile, additional functionality is available. This status cannot be inactivated, and an Active option does not display on the Edit Status pop-up.
  • Hired - This status is used when the applicant is hired. The status type is Hired by default and cannot be changed. When this status is selected on the applicant profile, additional functionality is available. This status cannot be inactivated, and an Active option does not display on the Edit Status pop-up.

When a default status is edited, the default name appears in the Edit Status pop-up and cannot be modified. However, the display name can be modified. See Create Custom Applicant Status.

Custom Statuses

Custom statuses are the statuses that the administrator creates. All custom statuses can be modified or inactivated.

A status type must be defined for each custom status. Each status type contains specific functionality that is only available for that status type. This enables administrators to create any number of custom statuses and select the status type for each custom status. The status type selected for a custom status determines the functionality for that step in the applicant status workflow for a requisition.

The name of a status does not have any bearing on the functionality of the status. The functionality for a status is only determined by the status type selected for the status. For example, an applicant status workflow has a custom status named Phone Screening. The status type for the Phone Screening status is Interview. Because the status type is Interview, an interview process can be configured for the status. If the status type were Background Check, then a background check process could be configured for the Phone Screening status. If the status type were Other, then there would be no configurable functionality for the Phone Screening status.

Custom statuses can be defined as one of the following status types:

  • Background Check
  • Integration
  • Interview
  • Other
  • Review
  • SHL Assessment - This status type is only available for portals with the assessment vendor functionality enabled.

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.

See Statuses Tab - Background Check Status Type.

Integration Status Type

The Integration status type can be used to define a custom applicant status as an integration step in the applicant workflow. When Custom Integration is selected in the Type field, the Integration field appears below. This field requires the administrator to select the appropriate integration for the status. The drop-down displays integrations that are defined as active and available to select for applicant statuses. Note: Integration availability is defined by the administrator in Recruiting Integrations Preferences. See Recruiting and Onboarding Integrations.

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.

For information about the configurable options available for the Interview status type, see the following topics in Online Help:

Other

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.

See Statuses Tab - Review Status Type.

Hiring Manager/Applicant Reviewer Shortlisting

For portals with the shortlisting functionality (for hiring managers and applicant reviewers) enabled, there must be at least one applicant in a Review status type in order for the reviewer or hiring manager to have access to review the applicant. Applicant reviewers only have to access applicants when the applicants are in the Review status type. Further, once they have reviewed the applicant, the applicant will no longer appear on their Review Applicants page.

To enable this functionality, contact Global Product Support (GPS).

SHL Assessment

The SHL Assessment status type is only available for portals with the assessment vendor functionality enabled. This status type indicates that the applicant is in an assessment step in the workflow. The SHL Assessment 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 SHL assessment steps throughout the applicant status workflow. The functionality associated with the SHL Assessment status type is available for each instance of the SHL Assessment status type in an applicant status workflow.

Note: SHL is an assessment vendor with whom assessment functionality can be integrated. To enable this functionality, contact Global Product Support.

Note: 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.