Configure custom status tags for Candidates, Contacts, Jobs, and Companies so you can clearly label records (for example, āLooking for Workā, āHiring Freezeā, āOpenā, or āClosedā) and keep your database aligned to your workflow.
š Note: When you create or edit a status, you can set it as the default for new records by selecting the default checkbox.
ā Important: Only Admins or Super Users can configure custom statuses and sub-statuses.
Configure Custom Status Tags
Use custom status tags to define the high-level state of your Candidates, Contacts, Jobs, and Companies.
Go to Settings, then click Admin Settings.
Click 1. Organisational Settings, then click Status.
On the Status page, select the entity you want to configure (Candidate, Contact, Job, or Company), then open its status configuration.
Click Create New Status, then enter a Status Name that clearly describes the state (for example, āLooking for Workā or āHiring Freezeā).
Choose a Colour for the status, then make sure it is distinct from other key statuses.
(Optional) Tick the Default checkbox to set this as the default status for new records, then click Save.
š Note: You can create different sets of statuses for Candidates, Contacts, Jobs, and Companies so each entity reflects its own lifecycle.
Add Sub-status Options for Candidates
If you need more detail than a single status, you can configure Candidate sub-status options that behave like granular tags under a main status.
Go to Settings, then open your field settings for the Candidate entity.
Locate the Custom Status/Sub-status configuration for Candidates, then click to open it.
Add new sub-status tags that reflect your process (for example, āScreenedā, āShortlistedā, āOffer Sentā), then adjust any existing tags as needed.
Click Save, then confirm that the new sub-status options appear where Candidate sub-status is used.
š Note: Sub-statuses add more granularity to a Candidateās journey but do not replace the main status; they work together.
View Candidate and Contact Status
You can see the current status for Candidates and Contacts in several key areas.
Candidates
You can view Candidate Status on the Candidate Profile.
You can also view Candidate Status on the Candidate Quick View.
The Candidate Status column is visible in the Applications table and the Candidates table.
Contacts
You can view Contact Status on the Contact Profile.
You can also view Contact Status on the Contact Quick View.
The Status column in the Contacts table shows each Contactās current status.
š¤ Tip: Use the status columns in tables to quickly filter down to groups such as āLooking for Workā Candidates or Contacts with a āHiring Freezeā status.
Update Candidate and Contact Status
You can update Candidate and Contact statuses directly from profiles, Quick Views, tables, and placements.
Update from Quick View or Profile
Open the Candidate or Contact Profile or Quick View, then locate the status field near the top of the record.
Click the pencil icon next to the current status, then select the new status from the list.
Click Save (if prompted), then confirm that the updated status appears on the profile or Quick View.
Update from Tables (Including Bulk Updates)
Go to the Candidates or Contacts table, then find the records you want to update.
Select one or more records using the checkboxes, then click Actions.
Click Update Status, then choose the new status from the dropdown.
Confirm the action, then review the updated Status column in the table.
š Note: Candidate Status supports bulk updates, so you can quickly re-tag large groups of Candidates at once.
Update from the Placement Page (Candidates)
Open the relevant Placement record, then go to the Candidate Details section.
Click the Status dropdown, then select the appropriate status for the Candidate.
Save or confirm the placement changes, then check that the Candidateās status reflects the update.
View and Update Company and Job Status
Custom statuses also apply to Companies and Jobs so you can track whether a Company is actively hiring or a Job is open or closed.
View Company and Job Status
You can view Company Status on the Company Profile, the Company Quick View, and in the Company table.
You can view Job Status on the Job Profile, the Job Quick View, and in the Job table.
Update from Profile or Quick View
Open the Company or Job Profile or Quick View, then find the status field at the top of the record.
Click the pencil icon next to the current status, then select the new status from the list.
Click Save, then confirm that the updated status appears in the profile, Quick View, and the relevant table.
š Note: Use clear, mutually exclusive statuses such as āOpenā, āOn Holdā, or āClosedā for Jobs and Companies to avoid confusion across your teams.
š” Best Practices
Keep your list of statuses short and clear so teams can quickly understand what each status means.
Agree naming conventions across Candidates, Contacts, Jobs, and Companies to keep reporting and filters consistent.
Use colours consistently so similar statuses share similar colours and key states stand out.
Set sensible default statuses for new records to reduce manual updates and maintain data quality.
Review your statuses and sub-statuses regularly and remove any unused or confusing options.