Managing Applicant Statuses, Notes, and History

Applicant statuses help your team track recruitment progress; internal notes explain the work behind those changes.

Available stages

The workflow includes New, Under Review, Contacted, Interview Scheduled, Interviewed, Offer Extended, Rejected, and Archived. Completed conversion is shown as Converted to Staff or Converted to Vendor.

Update progress

Open the applicant and choose the appropriate status if you have Change Applicant Status permission.
Under Internal Notes, explain the relevant follow-up or decision and select Add Note.
Review History to see recorded actions and timing.

Status labels record progress. Choosing Interview Scheduled does not by itself schedule a calendar event, and Offer Extended is not a substitute for communicating an offer through your hiring process.

Conversion is a separate action

Use Convert Applicant when the hiring decision is ready to be reflected in staff records. Selecting a conversion status opens the conversion workflow instead of merely relabeling the application. Converted status is final in the applicant interface, and the application cannot simply be converted a second time.

Notes require Add Applicant Notes permission. Keep notes factual and relevant; the applicant review area is internal, and adding a note is not a message to the applicant.