Create a candidate status

Define how candidates progress through hiring workflows and how users interact with them

A Candidate Status identifies a candidate's current position within the hiring process. Candidate Statuses help track candidate progression and determine which actions, visibility settings, and workflow behaviors are available while a candidate is in a particular status.

After a Candidate Status is created, it must be associated with the appropriate workflows before it can be used as a workflow status. Workflow associations require coordination through the JIRA process.

If you're unfamiliar with Candidate Status concepts, workflow assignments, Allowed Actions, or visibility settings, see Candidate statuses and workflow behavior before completing this task.

Why it matters

• Supports consistent candidate progression through hiring workflows.
• Helps standardize candidate management across the hiring process.
• Controls how candidates move through evaluation, interview, offer, and approval stages.
• Supports visibility and notification behaviors used throughout candidate workflows.

Who it's for

• Program Office users
• System Administrators

How it helps

• Create new Candidate Status records.
• Define the actions available while candidates are in a status.
• Configure candidate visibility and notification behavior.
• Prepare Candidate Statuses for use within hiring workflows.

Additional considerations

• Use descriptive status names that clearly identify the candidate's stage in the hiring process.
• Review existing Candidate Statuses before creating new ones.
• Consider workflow impacts before introducing new statuses.
• Coordinate status changes with workflow administrators.

Availability and setup

• Access to Admin > Procurement > Candidate Statuses is required.
• Workflow integration requires assistance from a Beeline administrator.
• Workflow associations require a JIRA ticket.

Before you begin

• Review Candidate statuses and workflow behavior if you need guidance on:
  • Allowed Actions
  • Candidate visibility settings
  • Interview notifications
  • Workflow status assignments
• Determine the purpose of the new Candidate Status.
• Identify the actions that should be available while a candidate is in the status.
• Determine whether special visibility or interview notification behavior is required.
• Review any workflow impacts the new status may have.

Create a candidate status

1. Select Admin > Procurement. A Procurement Administration page displays.
2. From the left Navigation, select Candidate Statuses. A Candidate Statuses page displays.
3. Select Add New. An Add Candidate Status page displays.
4. Enter Name ⚠️

   What this does: Creates the Candidate Status record name.

   Why this matters: Users see the status name throughout candidate workflows, searches, and candidate records.

   In simple terms: This is the label users will use to identify the status.

5. Optional. Enter Alternate Text when an alternate display value is needed for the status.
6. Enter Code ⚠️

   What this does: Creates the system identifier for the Candidate Status.

   Why this matters: Consistent naming and coding help administrators identify statuses more easily.

7. Optional. Enter Description to add an explanation of the Candidate Status.
8. Verify that Active is selected. ⚠️

   Why this matters: Only active Candidate Statuses are available for use.

9. Optional. Select Exclude From Candidate Submittal Limits when candidates in the status should not be included in candidate submittal limit calculations.
10. Select Candidate Stage ⚠️

    What this does: Associates the Candidate Status with a broader stage in the hiring process.

    Why this matters: Candidate Stages help organize related statuses and workflow progression.

    Available values shown in the form:

    • Negative Statuses
    • New
    • Offer Pending
    • In Progress
11. Configure the appropriate Allowed Actions. ⚠️

    What this does: Controls which actions users can perform while a candidate is in the status.

    Why this matters: Allowed Actions determine how candidates can be managed during that stage of the hiring process.

    🔷Show available actions

    ​

    Allowed Action	What it allows
    Resubmit Candidate	Candidate resubmission.
    Withdraw Candidate	Candidate withdrawal.
    Reject Candidate	Candidate rejection.
    Schedule Interview	Interview scheduling.
    Submit Offer	Offer submission.
    View w/o All Visibility	Controls candidate visibility.
    Is Included in Open Bid	Controls Open Bid participation.
    Send Interview Notification	Controls interview reminder notifications.
    Modify Background Check	Background check modifications.
    Withdraw Offer	Offer withdrawal.
    Change Start Date	Users to change the candidate's proposed start date.
    Prevent Cancel Request	Prevents request cancellation while the candidate is in the status.
    Auto Reject Candidate Approval on Request Filled	Automatically rejects candidate approvals when the associated request is filled.

     

12. Select OK to save the Candidate Status.

13. Submit a JIRA ticket requesting workflow association for the new Candidate Status.

The new Candidate Status will not be available in workflow configuration until workflow association is completed.

Result

The Candidate Status record is created. After workflow association is completed, the status can be used within applicable hiring workflows.

What's next

After creating a Candidate Status, you can:

• Associate the status with hiring workflows.
• Configure Approved Status, Rejected Status, and Pre-step Status assignments.
• Review candidate visibility and interview notification behavior.
• Validate that the new status supports the intended hiring process.
• Update workflow configurations that use the new status.