---
title: Application Status Reference
collection: Hub User Guide
path: Hub User Guide/Reference/Application Status Reference
parentDocument: Reference
outlineId: 84ce9efa-0f15-4cb0-9036-2ef0757446d7
createdBy: Jennie R.F.
---
Every application moves through a defined set of statuses as it progresses from submission to final outcome. This page documents each status, what it means, and the valid transitions between them.

## Status Definitions

`**new**` -- Application recently submitted. This is the starting status for every application that comes in through the apply form.

`**waiting_first_round**` -- Waiting to be scheduled for a first-round interview. The application has been advanced from its initial review stage into the first-round interview stage but does not yet have an interview booked.

`**first_round_scheduled**` -- First-round interview has been scheduled. Set automatically when a Cal.com booking webhook matches the applicant's email, or when an admin manually changes the status.

`**needs_first_decision**` -- First round complete, awaiting a decision. Set automatically when an admin locks the first-round stage (all completed reviews must be locked and the minimum reviewer threshold met).

`**waiting_second_round**` -- Waiting to be scheduled for a second-round interview. The committee decided to advance the application past the first round into a second-round stage.

`**second_round_scheduled**` -- Second-round interview has been scheduled. Same mechanism as first round -- triggered by a Cal.com webhook match or manual status change.

`**needs_final_decision**` -- Second round complete, awaiting final decision. Set automatically when the final stage is locked.

`**accepted**` -- Application accepted into the cohort. Terminal status.

`**waitlist**` -- Application waitlisted. Can still transition to `accepted` or `declined`.

`**declined**` -- Application declined. Terminal status.

## Valid Transitions

Each status can only move to specific next statuses. The system enforces these rules and rejects invalid transitions.

* `new` → `waiting_first_round`, `first_round_scheduled`, `declined`
* `waiting_first_round` → `first_round_scheduled`, `waiting_second_round`, `declined`
* `first_round_scheduled` → `needs_first_decision`, `waiting_first_round`, `declined`
* `needs_first_decision` → `waiting_second_round`, `accepted`, `waitlist`, `declined`
* `waiting_second_round` → `second_round_scheduled`, `accepted`, `waitlist`, `declined`
* `second_round_scheduled` → `needs_final_decision`, `waiting_second_round`, `declined`
* `needs_final_decision` → `accepted`, `waitlist`, `declined`
* `accepted` → (none -- terminal)
* `waitlist` → `accepted`, `declined`
* `declined` → (none -- terminal)

## What Triggers Transitions

**Automatic transitions:**

* **Stage locking** sets `needs_first_decision` or `needs_final_decision` depending on whether the locked stage is the final stage or a first-round stage.
* **Advancing to next stage** sets `waiting_first_round` or `waiting_second_round` based on the next stage's type. If an interview is already scheduled for that round, the status skips directly to `first_round_scheduled` or `second_round_scheduled`.
* **Cal.com webhooks** move an application from `waiting_first_round` to `first_round_scheduled` (or the second-round equivalent) when a booking is created.

**Manual transitions:**

* Admins can change any application's status through the **Applications** tab, provided the transition is valid.
* Bulk status changes are available for processing multiple applications at once.
* The **Decisions** tab records accept, waitlist, or decline decisions and updates the status accordingly.


:::info
An application can be declined from almost any active status. The `waitlist` status is the only non-terminal outcome status -- waitlisted applications can still be accepted or declined later.

:::

## Status Groups

The system groups statuses for filtering:

* **Active:** `new`, `waiting_first_round`, `first_round_scheduled`, `needs_first_decision`, `waiting_second_round`, `second_round_scheduled`, `needs_final_decision`
* **Decision pending:** `needs_first_decision`, `needs_final_decision`
* **Terminal:** `accepted`, `waitlist`, `declined`