Job status automation user guide

Modified on Thu, 28 Mar at 3:41 PM

What's included in this guide:

What is Job Status Automation?

Job Status Automation is a feature that allows you to automate the update of a job’s status, to allow this to change in response to the updates made to candidates who have applied to the role, or to the job itself.


Within this process, there are two types of statuses which are labelled as positive and negative.

Positive statuses

Candidate application statuses are defined against various stages of the process which are labelled as Positive candidate statuses.


There can be multiple positive statuses per stage throughout the process and you can add any statuses here that fit your process.

Negative statuses

Candidate application statuses where a candidate has been rejected, no longer requires consideration for this process, has an incomplete application, rejected after an interview etc are included here.


These statuses are known as Negative candidate statuses and can be defined during the setup of the feature.

What determines when a job status will change?

A job will only move from the stage it is at when it meets certain requirements.


For Custom and Complete stages, this will be when the candidates in the specified role are all either at a negative status (and are no longer being considered by the automation process), or are at the positive statuses for this stage, or a future stage.


1. Automation Stages:

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This section is where you build the set-up of the automation process. From here, you can see the path that the job will follow, depending on the actions taken.

This section includes three parts:


There are six stages that will be there for every job:

  • Not submitted for approval
  • Waiting for approval
  • Not approved
  • Approved
  • Live Advert
  • Shortlisting


This is where new stages can be added with the limit being based on the number of job statuses you have.


Two stages at the end which will mark the end of the job lifecycle.

  • Hired
  • Complete

2. Negative Statuses

This section is where negative statuses are set. They will be the ones that will not be counted when determining whether to move a job to the next stage.

3. Notifications

This is the set-up of notifications to people related to the job when its status is changed automatically.

Note: Only one automation workflow can be setup at any given time.


System setup

In General Settings, go to the Job Status Automation tile.

Automation Stages:

Order: This is the order the stages occur in.

  • Stages 1-6 will be fixed, as will the final two stages (Hired and Complete).
  • The ones in the ‘Custom’ section will be able to be reordered (so you can add a new stage, without it having to go at the end).

Name: Add the name of this stage here. It will make it easier when referring to this.

Job Status: The job status related to this stage.

  • A job status can only be linked to one stage at a time.
  • Drag and add the relevant job status to each of the automation stages from the selection at the top of the page.
When a role closes, the system will automatically update the status to stage 6 (shortlisting). This will include when the job reaches its closing date and the Live toggle in Post the Job has been manually toggled off.

A job can only proceed from this stage when all candidates against the job have been moved from the default status they were assigned to when they completed an application.

This is the Acknowledge status in Application Statuses in System Customisation.


The Custom Stages

This area of the table can allow new stages to be added to the automation workflow using the buttons called + New Stage.

1. Job Status

Add the Job Status related to this stage.


2. Positive Candidate Statuses

This section is used to determine when candidates within the job have met the requirements to advance the job status to this stage of the process.

  • Candidate statuses can be dragged into each job status stage from the candidate statuses container at the top of the page and can continue multiple candidate statuses.
  • The container will reduce when candidate statuses are dropped into the various job stages.
Use the arrow icons on the left-hand side to easily reorder each stage.


Notification toggles


Notifications will only be sent for Custom and Complete status changes. The Default stages already have email notifications that can be triggered elsewhere in the system.

Notifications will be sent once a job has moved to a new job status.

For example, when a job has moved from shortlisting to interview, the system will send notification emails according to the toggles turned on under the interview status.


This section has four options to toggle on and send an email notification at each stage:

  • Job Email Address – this is linked to the email address within Job Details (the candidate reply to field)
  • Job Owner – the person who created the job
  • Job Users - users who are in the Job Access area when adding a job.
  • Shortlisters - people who are in the Panel Shortlisting area in Add a Job.


Negative Statuses


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From here you can select which statuses should be considered negative statuses. This is done by dragging and dropping the statuses from the top container down into the one labelled ‘Negative Statuses’.

These are statuses that candidates will not progress from to allow the automation to continue.

Incomplete applications will always count as negative.


Notification emails

Within this section, you will need to attach an email template to each user linked with the role.


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Once the email templates for each type of user are added, users will receive the relevant email template that has been added here.

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