Vacancy Application Statuses
Vacancy Application Statuses is the catalog of the steps a candidate goes through in your recruitment process (for example New, Evaluation, Interview Scheduled, Interview, Finalist Candidate, Negotiation, Hired or Rejected). Every Application (the link between a candidate and a job opening) always has one of these statuses, and you decide which ones to use, their name, their color, and whether they close the process.
What is it and what is it for?
When you link a candidate to a job opening (see the Vacancy Applications guide), that application starts at an initial status, and your recruiting team moves it through statuses as the candidate advances (or is dropped) in the process. This catalog is where you define which statuses are possible for your company, in whatever order and with whatever names best describe your own selection process.
Each status has a color, used to visually highlight the candidate's row on the Job Opening's detail screen, and a flag for whether it closes the application: statuses that close (for example Hired or Rejected) move the candidate out of the "Active Candidates" list into "Discarded Candidates", and stop being counted on the Applications Summary by Status report.
Screens in this area
| Screen | What it does |
|---|---|
| List | All the registered statuses, with their name. From here you open each one to edit it or create a new one. |
| Create / Edit | A form with the status's name, its color, whether it closes the application, and internal notes. |
| Details | A read-only view of the status's data with shortcuts to edit or delete it if you have the corresponding permission. |
How to create a status step by step
- Open the list and click New. You need the "add" level of the Vacancy Application Statuses permission.
- Enter the name. It's the only required field, for example "Interview Scheduled" or "Finalist Candidate".
- Pick a color (optional). If you don't choose one, the system assigns a default color; the color is used to highlight the application on the Job Opening's detail screen.
- Check Close Vacancy Application if it applies. Turn it on for statuses that represent the end of the process for that candidate (for example Hired, Rejected or Rejected Proposal), so the candidate stops showing as active.
- Add notes (optional) if you need to clarify when this status should be used.
- Save. The system validates that the name doesn't repeat with another status already registered.
Where it's used
- In the Status dropdown of every application, on both the Job Opening's and the Candidate's detail screens.
- In the Applications Summary by Status report and its detail, which group and count applications by the status assigned here.
- The Close Vacancy Application flag decides whether the candidate shows up on the "Active Candidates" or "Discarded Candidates" tab of the Job Opening's detail screen.
Key fields
| Field | What it's for |
|---|---|
| Name | The status's description (for example, "New" or "Hired"). It's the only required field and cannot repeat. |
| Color | The color used to highlight the application's row on the Job Opening's detail screen; if left blank, the system uses a default color. |
| Close Vacancy Application | Marks whether this status represents the end of the process for the candidate; it moves them out of the active-candidates list and excludes them from the open-applications summary. |
| Notes | Free text to clarify the internal use of this status. |
Validations when saving
- Name is required.
- Name must be unique: it cannot repeat with another status already registered.
- You cannot delete a status if any applications (candidates linked to a job opening) already use it; the system shows you the list of affected candidates and job openings so you can reassign them first.
Availability, plan and permissions
- This feature requires the Enterprise plan with the Human Resources module enabled for your company; it's not available on other plans.
- Access is controlled by the "Vacancy Application Statuses" permission of your user group, with separate levels to view, add, edit and delete.
Tips and common pitfalls
Map out your selection process first, then create the statuses. Write down the actual steps your candidates go through (for example: New → Evaluation → Interview → Negotiation → Hired/Rejected) before building the catalog, so the names and colors are clear to your whole recruiting team.
Can't delete a status? That's because one or more applications (candidates linked to a job opening) have it assigned. Change those applications' status before trying to delete it again.
Use colors on purpose. For example, green tones for statuses that mean progress and red for drop-offs, so your team can tell at a glance how each candidate is doing on the Job Opening's detail screen.