Keep applicants informed and your team organised by properly managing application statuses. Learn how to move applications through your workflow and communicate decisions effectively.
Application Statuses
Every application has one of three final statuses:
Pending
Still in review process
Accepted
Applicant approved
Rejected
Application declined
Moving Between Stages
Applications progress through your workflow stages before reaching a final decision. To move an application:
- Open the application detail view
- Click Move to Stage or use the quick action buttons
- Select the destination stage
- Optionally add a note explaining the move
- Click Confirm
Screenshot: Stage transition modal
Quick Actions
For faster processing, use the quick action buttons available on each application:
| Action | What It Does | Best For |
|---|---|---|
| Accept | Moves directly to accepted stage | Clear approvals |
| Reject | Moves directly to rejected stage | Clear rejections |
| Next Stage | Advances to the next workflow stage | Standard progression |
Stage History
Every stage transition is logged in the application's history. This creates an audit trail showing:
- Which stage the application moved from and to
- Who made the change
- When the change occurred
- Any notes added during the transition
Pro Tip
Always add notes when rejecting applications. This helps your team maintain consistency and provides context for future reference.
Automated Status Changes
If you've configured workflow automation, applications may move between stages automatically based on triggers:
| Trigger | Example |
|---|---|
| Time-based | Auto-reject after 30 days of no activity |
| Risk-based | Flag high-risk applications for manual review |
| Approval-based | Move to next stage when all reviewers approve |
Applicant Notifications
When an application status changes, the applicant can be notified via:
- Email — Automatic notification with status update
- Discord DM — If Discord integration is configured
- In-app — Notification when they log in
Note
Configure which notifications applicants receive in your workflow stage settings. You can choose to notify on all changes or only final decisions.
Bulk Actions
Need to process multiple applications at once? Use bulk actions:
- Select applications using the checkboxes
- Click Bulk Actions in the toolbar
- Choose an action (Move to Stage, Accept, Reject)
- Confirm your selection
Warning
Bulk actions cannot be undone. Always double-check your selection before confirming.