Applicant Statuses

Applicant statuses represent the outcome or decision state of an applicant, separate from which stage they are in. While stages track where an applicant is in the process, statuses track the decision about that applicant (e.g., Accepted, Rejected, Waiting List).

Understanding Statuses vs. Stages

Concept	Purpose	Examples
Stage	Where the applicant is in the workflow	"Interview Scheduled," "Documents Pending"
Status	The decision or outcome	"Applied," "Accepted," "Rejected," "Waiting List"

An applicant can be in the "Interview Scheduled" stage with a status of "Applied," and later move to the "Offer Made" stage with a status of "Accepted."

Default Applicant Statuses

The system comes with common status settings that can be customized:

Status	Color	Description
Applied	Blue	Initial status for new applicants
Accepted	Green	Applicant has been accepted
Rejected	Red	Applicant has been rejected
Waiting List	Orange	Applicant is on the waiting list
Enrolled	Teal	Applicant is officially enrolled
Withdrawn	Gray	Applicant or family withdrew the application

Accessing Status Configuration

1. Navigate to Settings in the sidebar.
2. The Applicant Status Settings section shows all configured statuses.

Configuring Statuses

Adding a New Status

1. In the Applicant Status Settings section, click Add Status.
2. Enter the status title (e.g., "Conditional Acceptance").
3. Choose a color for the status badge.
4. Set the key (the internal identifier used in the system).
5. Click Save.

Editing a Status

1. Find the status in the configuration list.
2. Edit the title, color, or other properties.
3. Click Save.

Archiving a Status

Statuses that are no longer needed can be archived:

1. Click the Archive action on the status row.
2. The status is hidden from selection dropdowns.
3. Applicants who already have this status retain it.

Archived statuses can be restored at any time by clicking Restore.

Initializing Default Statuses

If no statuses are configured, use the Initialize button to create the standard set of statuses. This is typically done during initial setup.

WARNING

Be careful when modifying or archiving statuses that are in active use. Applicants with the modified status will see the updated label, and applicants with an archived status will keep their current status but it cannot be assigned to new applicants.

Status Badges

Statuses appear as color-coded badges throughout the application:

• Table view -- in the Status column, each applicant shows their status badge.
• Kanban board -- on applicant cards.
• Applicant detail -- at the top of the detail page.
• Reports -- in status-based breakdowns and charts.

The badge color is defined in the status configuration and makes it easy to visually identify applicant outcomes at a glance.

Changing an Applicant's Status

There are several ways to change an applicant's status:

1. Applicant detail page -- use the status selector on the detail page.
2. Bulk action -- select multiple applicants in table view and use "Change Status" from the bulk action menu.
3. Workflow automation -- configure workflows to automatically set statuses based on triggers (e.g., set status to "Accepted" when moved to the "Offer Accepted" stage).
4. Inline table edit -- click the status badge in the table to change it directly.

Status in Reports

Applicant statuses are used extensively in reports:

• Enrolment Report -- breaks down applicant counts by status per program.
• Language/Nationality Distribution -- shows status breakdown per language or nationality.
• Source Analysis -- compares source effectiveness by resulting status.

TIP

A well-defined status system is essential for accurate reporting. Make sure every meaningful outcome in your admissions process has a corresponding status.

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