wiki_ghostguild/content/wiki/hub/reference/00-application-status-reference.md

Application Status Reference

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