74 lines
4.2 KiB
Markdown
74 lines
4.2 KiB
Markdown
---
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title: Application Status Reference
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collection: Hub User Guide
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path: Hub User Guide/Reference/Application Status Reference
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parentDocument: Reference
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outlineId: 84ce9efa-0f15-4cb0-9036-2ef0757446d7
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createdBy: Jennie R.F.
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---
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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.
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## Status Definitions
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`**new**` -- Application recently submitted. This is the starting status for every application that comes in through the apply form.
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`**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.
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`**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.
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`**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).
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`**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.
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`**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.
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`**needs_final_decision**` -- Second round complete, awaiting final decision. Set automatically when the final stage is locked.
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`**accepted**` -- Application accepted into the cohort. Terminal status.
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`**waitlist**` -- Application waitlisted. Can still transition to `accepted` or `declined`.
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`**declined**` -- Application declined. Terminal status.
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## Valid Transitions
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Each status can only move to specific next statuses. The system enforces these rules and rejects invalid transitions.
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* `new` → `waiting_first_round`, `first_round_scheduled`, `declined`
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* `waiting_first_round` → `first_round_scheduled`, `waiting_second_round`, `declined`
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* `first_round_scheduled` → `needs_first_decision`, `waiting_first_round`, `declined`
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* `needs_first_decision` → `waiting_second_round`, `accepted`, `waitlist`, `declined`
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* `waiting_second_round` → `second_round_scheduled`, `accepted`, `waitlist`, `declined`
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* `second_round_scheduled` → `needs_final_decision`, `waiting_second_round`, `declined`
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* `needs_final_decision` → `accepted`, `waitlist`, `declined`
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* `accepted` → (none -- terminal)
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* `waitlist` → `accepted`, `declined`
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* `declined` → (none -- terminal)
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## What Triggers Transitions
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**Automatic transitions:**
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* **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.
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* **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`.
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* **Cal.com webhooks** move an application from `waiting_first_round` to `first_round_scheduled` (or the second-round equivalent) when a booking is created.
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**Manual transitions:**
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* Admins can change any application's status through the **Applications** tab, provided the transition is valid.
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* Bulk status changes are available for processing multiple applications at once.
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* The **Decisions** tab records accept, waitlist, or decline decisions and updates the status accordingly.
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:::info
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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.
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:::
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## Status Groups
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The system groups statuses for filtering:
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* **Active:** `new`, `waiting_first_round`, `first_round_scheduled`, `needs_first_decision`, `waiting_second_round`, `second_round_scheduled`, `needs_final_decision`
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* **Decision pending:** `needs_first_decision`, `needs_final_decision`
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* **Terminal:** `accepted`, `waitlist`, `declined`
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