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Home > Guides > Administrator Guide > Drop-Down Values (Codes) > Applicant Statuses

Applicant Statuses

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Page Location: Admin > Codes> Applicant Statuses

This code table contains the different statuses through which an Applicant can move throughout the recruiting process and populates the Applicant Status fields throughout Cyber Recruiter. There are three (3) concepts to consider when developing this list:

  1. What stages of the recruiting process should be documented for an Applicant each time he/she is considered for a position?  The statuses are recorded to an Applicant’s Status/History  page and are used on the Applicants page of the Requisition file and may be used in the Inbox view for quick reference as to the status of the applicant for that requisition. An Applicant could be considered for several positions but based on the Applicant’s qualifications; he/she could have different statuses for each requisition such as Request Phone Screen, Request Interview and/or More Qualified Candidates… As the Applicant moves through the recruiting process for each requisition, the statuses will change to indicate forward movement and/or if the process has stopped. Typically the Recruiters are the ones who will be maintaining Applicant statuses. Suggested statuses are listed below to help get the Administrator started.
  2. To which statuses should the various roles in the system (Recruiter, Hiring Manager and Evaluator as determined in User Security ) have access for responding to the initial routing/evaluation email or to otherwise use for the applicant's status in the system? Check the box next to the role to give that group of Users access. Generally, the role of ‘Recruiter’ can see all statuses involved in the recruiting process whereas Hiring Managers and/or Evaluators can only see necessary statuses for them to respond to the routing email.  Users may also designate whether or not that response will actually update the applicant's status in the system or be informational only when sending the email.
  3. What statuses should be used for the Overall Status of Applicant in the system? This field though pulled from the Applicant Status Code table is actually a different and separate field from the one that is used to track the progress of the Applicant through each requisition. This field is used to classify each person as an Applicant (External Applicant) or an Employee (Internal Applicant.) If any code starting with HIRED is selected the applicant will be seen as an Employee. Codes starting with anything else will denote an Applicant. Not all statuses developed for the recruiting process should be considered overall statuses as they usually are designed to track an applicant's progress per each requisition. Just a handful of statuses are needed for the Applicant/Employee distinction. See the table below for suggested overall statuses

User View: The Applicant Status is seen in many places. Different statuses might default for the Overall Status versus the Applicant Status for a Requisition depending on how the Administrator sets up the codes, what role the User is playing and how the organization wants to utilize the statuses in the recruiting process.

NOTE: A row in the system containing an Applicant with the Overall Status beginning with HIRED (Current Employee) will be highlighted in green.

Other places: 

  • Applicant > Find Applicant OR Search Applicants OR Add Applicants
  • Reports > Applicants > General & AAP
  • Applicant File & Requisition File
  • Req List > Action Column Option
Applicant View: The Applicant Status is never visible to applicants. However, the Overall Status of an applicant (Employee/Internal Applicant or Applicant/External Applicant) will determine to which requisitions the applicant has access (Internal Posting vs. External Posting.)

Import Code Key: ST
.csv file should contain Code & Description in that order. This table must still be updated after the import to complete the setup.

Statuses (Description)

Overall Status

Requisition

Response/Can Use

0a-Incomplete

ü

ü

Recruiter

0b-Incomplete Notified

ü

ü

Recruiter

0c-Answered Unacceptably

 

ü

Recruiter

1a-Applicant-Online

ü

ü

Recruiter

1b-Applicant-Manually Added

ü

ü

Recruiter

1c-Applicant-Current Employee

 

ü

Recruiter

1d-Applicant-Self Service

 

ü

Recruiter

1e-Applicant-from Agency

ü

ü

Recruiter

2-Qualified for Position

 

ü

Recruiter

3-Routed to Hiring Manager

 

ü

Recruiter

4a-Phone Screen Requested

 

ü

Recruiter;
Hiring Manager;
Evaluator

4b-Phone Screen Completed

 

ü

Recruiter

4c-Interview Requested

 

ü

Hiring Manager;
Evaluator

4d-Interview Scheduled

 

ü

Recruiter;
Hiring Manager;
Evaluator

4e-Interview Completed

 

ü

Recruiter

5a-Offer Requested

 

ü

Recruiter

5b-Offer Approved

 

ü

Recruiter

5c-Offer Extended

 

ü

Recruiter

5d-Offer Accepted

 

ü

Recruiter

5e-Offer Rejected

 

ü

Recruiter

6a-Background Check Requested

 

ü

Recruiter

6b-Background Check Pending

 

ü

Recruiter

6c-Background Check Completed

 

ü

Recruiter

7a-Hired External

ü

ü

Recruiter

7b-Hired Internal

ü

ü

Recruiter

7c-Former Employee

           ü

                   ü

 Recruiter

Applicant Withdrew from Position

 

ü

Recruiter

D-More Qualified Applicants

 

ü

Recruiter;
Hiring Manager;
Evaluator

D-More Suitable Candidate Selected

 

ü

Recruiter;
Hiring Manager;
Evaluator

D-Not Selected (Education)

 

ü

Recruiter;
Hiring Manager;
Evaluator

D-Not Selected (Experience)

 

ü

Recruiter;
Hiring Manager;
Evaluator

D-Not Selected (Salary)

 

ü

Recruiter;
Hiring Manager;
Evaluator

Requisition Canceled

 

ü

Recruiter

Suitable for Other Positions

ü

ü

Recruiter

 

Creating Statuses

Important Considerations: Cyber Recruiter codes cannot contain certain symbols such as commas, quotes, periods, apostrophes or ampersands and the user will get an error message when trying to enter or import codes containing them. There are also certain character combinations that must be avoided because Cyber Recruiter is programmed to strip them (even if they are in the middle of a code or description) as they can be used by others to reference potentially dangerous procedures or scripts that could cause harm to your Cyber Recruiter system. These combinations include: SP_ or sp_ and XP_ or xp_. Also a double dash will be converted to a single dash. There are a few other combinations not listed here that could be stripped, but it is extremely unlikely that they would be used in codes or descriptions.

After clicking to add a new code, enter in the necessary information to create a new code.  Use the example above as a guide when creating the codes.

Field  Purpose 
Code Unique Identifier for the drop-down option.  This code is written in the raw data and is referenced to determine the description to show on the screen.  If the code is removed from the Admin > Codes section, this value will still be in the Applicant file for reporting purposes.
When importing data for Applicants use this value for the import spreadsheets.
This code will show in the Inbox views which contain the Requisition listing and Status.
Recruiter Check this box to allow any User identified in the User Security as a "Recruiter" to be able to use this status as a response in the Routing email or to use this status when updating the Applicant's status.
Hiring Manager Check this box to allow any User identified in the User Security as a "Hiring Manager" to be able to use this status as a response in the Routing email or to use this status when updating the Applicant's status.
Evaluator Check this box to allow any User identified in the User Security as a "Evaluator" to be able to use this status as a response in the Routing email or to use this status when updating the Applicant's status.
Description This is what is displayed on the screens
Is an Overall Status Check this box to use this status as an Overall Status identifier.
Users to Notify Highlight any user who should be notified when this status is used.  If highlighted, the user will receive an automatic email from the system each time the status is assigned to an applicant. 

Inactivating Statuses

Applicant Statuses can be inactivated.  When the code is inactivated it will no longer be an option to select when updating the system. Inactive codes in search lists and reports inside Cyber Recruiter will be segmented so all active codes appear first and then inactive codes appear under a header ---Inactive---

To inactivate a code, edit the code and checkmark the option for 'Inactive'.