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Using Custom Application Statuses to Track Candidates

CANDIDATE MANAGEMENT
Application statuses are labels used to quickly communicate a candidate's current state in your hiring process.
3 min read
Application Statuses vs. Stages

Application statuses are not the same as stages. Stages represent structured steps in your pipeline (e.g., Phone Screen, Onsite), while application statuses give an at-a-glance signal for where a candidate stands or what action is pending.

Default Application Statuses

These statuses are set automatically by triggers in the system and help streamline candidate movement.

StatusTrigger / Definition
Interview Not ScheduledCandidate is in an interview stage, but no interview has been scheduled.
Interview RequestedInterview has been requested via scheduler or calendar integration.
Interview ResendA new interview invite was sent after a previous one.
Interview ScheduledCandidate has an interview scheduled on the calendar.
Invited to ApplyCandidate was invited to apply through outreach or automation.
Invite DeclinedCandidate declined the invite to apply.
Needs ReviewCandidate has been added to the pipeline but has not yet been reviewed.
ProspectCandidate is being considered but hasn't formally applied or entered the pipeline.
💡 Note: Default statuses update automatically based on system actions or recruiter inputs, like scheduling an interview or sending an invite.
Custom Application Statuses

Recruiters and admins can create custom statuses tailored to their team's unique workflows, such as Hiring Manager Reviewing, Offer in Prep, or Verbal Offer Extended.

 
Created in Company Settings > Application Statuses
 
Can be merged with other custom statuses to clean up your list over time
 
Must be manually assigned by a user; there are no automatic triggers
Using Statuses in Your Pipeline

Application statuses appear as tags in the candidate list and can be used to filter or sort your pipeline more effectively. To create a custom view:

1
Navigate to your candidate pipeline
2
Apply a filter based on Application Status
3
Select Save as New View to make it easily accessible
4
Views can be named and reused, e.g. "Needs Review Only" or "Interview Scheduled"
Best Practices
 
Use default statuses to track system-driven events, like interviews and invites
 
Use custom statuses to reflect internal process steps, like approvals or feedback waiting
 
Periodically review and merge custom statuses to reduce clutter and improve consistency
 
Leverage views and filters to keep hiring teams focused and aligned

That's it! Use default and custom statuses together to keep every candidate's next step clear for your whole hiring team.