Status Workflows

The platform uses defined status workflows (state machines) to manage the lifecycle of events, candidates, LOUs, and deployments. Each entity moves through a series of statuses with specific rules about which transitions are allowed, who can trigger them, and what side effects occur.

Event Status Workflow

Events follow a five-stage lifecycle from creation through archival.

stateDiagram-v2
    [*] --> Draft
    Draft --> Planning : Activate Planning
    Planning --> Active : Launch Event
    Active --> Completed : Complete Event
    Completed --> Archived : Archive Event

    note right of Draft
        Event is being configured.
        Only Admin can see/edit.
    end note

    note right of Planning
        Shift requirements defined.
        Candidates being recruited.
        Travel being arranged.
    end note

    note right of Active
        Caregivers on-site.
        Operations underway.
        Real-time tracking.
    end note

    note right of Completed
        All operations concluded.
        Final reports available.
        Data is read-only.
    end note

    note right of Archived
        Long-term storage.
        Hidden from default views.
        Accessible via filters.
    end note

Event Statuses Explained

Status	Description	Who Can Transition	Next Status
Draft	Event has been created but is still being configured. Shift requirements, facility details, and dates may be incomplete. Only Admin users can view draft events.	Admin	Planning
Planning	Event configuration is complete. Staffing operations begin: shift requirements are finalized, candidates are recruited, assignments are created, travel is booked, and LOUs are sent. All roles can view the event.	Admin	Active
Active	The event is live. Caregivers are arriving, working shifts, and on-site operations are in full swing. Real-time tracking of arrivals, work hours, and compliance is active.	Admin	Completed
Completed	All staffing operations have concluded. Caregivers have departed, final timesheets are submitted, and post-event reporting is underway. Data is effectively read-only (no new assignments or candidates).	Admin	Archived
Archived	Event is stored for historical reference. It is hidden from the default Events list but can be retrieved using the status filter. All data is preserved and read-only.	Admin	-- (terminal)

Event Transition Rules

Transitions are one-directional -- an event cannot move backward (e.g., Active cannot return to Planning)
Only the Admin role can change an event's status
Each transition triggers notifications to relevant users
Moving to Active locks certain configuration fields (e.g., shift requirements become harder to modify)
Moving to Completed prevents new assignments and candidate additions

Candidate Status Workflow

Candidates follow a pipeline from initial import through completion, with branch paths for declined or removed candidates.

stateDiagram-v2
    [*] --> Imported
    Imported --> Contacted : Reach out to candidate
    Contacted --> Confirmed : Candidate accepts
    Confirmed --> Arrived : Candidate arrives on-site
    Arrived --> Working : Begins shift work
    Working --> Completed : Event ends / assignment complete

    Imported --> Declined : Candidate declines
    Contacted --> Declined : Candidate declines
    Confirmed --> Declined : Candidate withdraws

    Imported --> Removed : Removed from pool
    Contacted --> Removed : Removed from pool
    Confirmed --> Removed : Removed from pool
    Arrived --> Removed : Early departure

    Declined --> [*]
    Removed --> [*]
    Completed --> [*]

Candidate Statuses Explained

Status	Description	Typical Actor	Possible Next Statuses
Imported	Candidate has been added to the event's candidate pool, typically via CSV import or manual entry. No contact has been made yet.	SchedulerAdmin	Contacted, Declined, Removed
Contacted	Outreach has been initiated. The candidate has been called, emailed, or otherwise contacted about the opportunity. Waiting for response.	SupervisorAdmin	Confirmed, Declined, Removed
Confirmed	Candidate has verbally or formally accepted the assignment. Travel and onboarding processes can begin. An LOU may be pending.	SupervisorAdmin	Arrived, Declined, Removed
Arrived	Candidate has physically arrived at the facility. Checked in by on-site staff. Orientation and onboarding are in progress or completed.	OnsiteAdminAdmin	Working, Removed
Working	Candidate is actively working shifts at the facility. Hours and attendance are being tracked through Work Tracking.	OnsiteAdminAdmin	Completed
Completed	Candidate's assignment has ended normally. All hours have been submitted, final paperwork is complete, and the candidate has departed.	Admin	-- (terminal)
Declined	Candidate has declined the opportunity or withdrawn after initial acceptance. This is a terminal status. The reason for decline may be recorded.	SupervisorAdmin	-- (terminal)
Removed	Candidate has been removed from the pool by an administrator or supervisor. This may occur due to credential issues, no-show, early departure, or other operational reasons.	SupervisorAdmin	-- (terminal)

Candidate Transition Rules

The happy path flows linearly: Imported --> Contacted --> Confirmed --> Arrived --> Working --> Completed
Declined is reachable from Imported, Contacted, or Confirmed (before arrival)
Removed is reachable from any non-terminal status
Once a candidate is Completed, Declined, or Removed, the status cannot be changed
Status changes are recorded in the audit log with timestamp and user
Certain transitions trigger automated notifications (e.g., confirming a candidate may notify the Travel Coordinator to begin booking)

LOU (Letter of Understanding) Status Workflow

LOUs follow a document-signing lifecycle from creation through acceptance, with a decline branch.

stateDiagram-v2
    [*] --> Draft
    Draft --> Sent : Send to candidate
    Sent --> Viewed : Candidate opens LOU
    Viewed --> Signed : Candidate signs LOU
    Signed --> Accepted : Admin accepts
    Accepted --> Active : Assignment begins

    Sent --> Declined : Candidate declines
    Viewed --> Declined : Candidate declines

    Declined --> [*]
    Active --> [*]

LOU Statuses Explained

Status	Description	Triggered By	Next Status
Draft	LOU has been generated but not yet sent to the candidate. It may be part of a pending campaign or manually created. Content can still be edited.	AdminScheduler	Sent
Sent	LOU has been delivered to the candidate's email address. Delivery confirmation is recorded. The candidate has not yet opened it.	System (automated on send)	Viewed, Declined
Viewed	The candidate has opened the LOU email or document link. A view timestamp and IP address are recorded. The candidate has not yet taken action.	System (automated on open)	Signed, Declined
Signed	The candidate has electronically signed the LOU, agreeing to the terms and conditions. Signature metadata (timestamp, IP) is captured. Pending administrative acceptance.	Candidate (external action)	Accepted
Accepted	An administrator or scheduler has reviewed and accepted the signed LOU. The agreement is now binding. The candidate's assignment can proceed.	AdminScheduler	Active
Active	The LOU is fully executed and the associated assignment is underway. The candidate is working under the terms of this LOU.	System (when assignment begins)	-- (terminal)
Declined	The candidate has explicitly declined the LOU. The reason may be recorded. A new LOU can be created and sent if terms are renegotiated.	Candidate (external action)	-- (terminal)

LOU Transition Rules

Draft --> Sent is triggered by sending an LOU campaign or individually sending an LOU
Sent --> Viewed is automatically tracked when the candidate opens the document
Viewed --> Signed requires the candidate to complete the e-signature process externally
Signed --> Accepted requires explicit action from an Admin or Scheduler
A Declined LOU does not prevent creating a new LOU for the same candidate
All status transitions are recorded with timestamps in the audit trail
LOU campaigns send LOUs in bulk, transitioning each from Draft to Sent simultaneously

LOU Campaign Flow

flowchart TD
    A[Select candidates for LOU campaign] --> B[Generate LOUs from template]
    B --> C[Review LOU content]
    C --> D[Send Campaign]
    D --> E[Individual LOUs sent to each candidate]
    E --> F{Each candidate independently}
    F --> G[Views LOU]
    F --> H[Ignores LOU]
    G --> I[Signs LOU]
    G --> J[Declines LOU]
    I --> K[Admin reviews and accepts]
    K --> L[LOU becomes Active]

Deployment Status Workflow (Rapid Response)

Rapid Response deployments follow a streamlined workflow for urgent staffing needs.

stateDiagram-v2
    [*] --> Requested
    Requested --> Approved : Admin approves
    Approved --> InProgress : Deployment begins
    InProgress --> Completed : Deployment ends

    Requested --> Cancelled : Admin cancels
    Approved --> Cancelled : Admin cancels

    Cancelled --> [*]
    Completed --> [*]

Deployment Statuses Explained

Status	Description	Who Can Transition	Next Status
Requested	A deployment has been requested for Rapid Response pool members. Details (facility, dates, roles needed) are specified.	Admin	Approved, Cancelled
Approved	The deployment request has been approved. Pool members are being notified and travel is being arranged.	Admin	InProgress, Cancelled
InProgress	Pool members have been deployed and are actively working at the facility. Travel and on-site tracking are active.	Admin	Completed
Completed	The deployment has concluded. All pool members have returned and final reporting is complete.	Admin	-- (terminal)
Cancelled	The deployment was cancelled before or during execution. Cancellation reason is recorded.	Admin	-- (terminal)

Deployment Transition Rules

Deployments can be Cancelled from either Requested or Approved status
Once InProgress, a deployment can only move to Completed
Travel Coordinators can manage travel for deployments but cannot change the deployment status itself
All transitions are logged in the audit trail

Compliance Packet Workflow

Compliance packets follow a document distribution and signature collection workflow.

stateDiagram-v2
    [*] --> Created
    Created --> Sent : Send to caregiver
    Sent --> PartiallyCompleted : Some docs signed
    Sent --> Completed : All docs signed
    PartiallyCompleted --> Completed : Remaining docs signed

    Sent --> Cancelled : Admin cancels
    PartiallyCompleted --> Cancelled : Admin cancels

    Cancelled --> [*]
    Completed --> [*]

Compliance Packet Statuses Explained

Status	Description	Who Can Transition
Created	Packet has been assembled from compliance templates but not yet sent. Documents can be added or removed.	Admin
Sent	Packet has been sent to the caregiver for review and signature.	Admin
Partially Completed	Some documents in the packet have been signed, but others are still pending.	System (automatic)
Completed	All documents in the packet have been signed by the caregiver.	System (automatic)
Cancelled	The packet has been cancelled by an administrator. No further signatures are collected.	Admin

Cross-Workflow Dependencies

The status workflows are interconnected. Actions in one workflow can trigger or depend on statuses in another:

flowchart TD
    subgraph Event Workflow
    EP[Event: Planning] --> EA[Event: Active]
    end

    subgraph Candidate Workflow
    CI[Candidate: Imported] --> CC[Candidate: Confirmed]
    CC --> CA[Candidate: Arrived]
    end

    subgraph LOU Workflow
    LD[LOU: Draft] --> LS[LOU: Sent]
    LS --> LA[LOU: Accepted]
    end

    subgraph Travel
    TB[Travel: Booked]
    end

    EP -.->|Enables candidate recruitment| CI
    CC -.->|Triggers LOU send| LD
    LA -.->|Triggers travel booking| TB
    TB -.->|Candidate travels| CA
    EA -.->|Required for arrivals| CA

Key Dependencies

When This Happens...	This May Be Triggered...
Event moves to Planning	Candidates can be imported and recruited
Candidate is Confirmed	LOU can be generated and sent
LOU is Accepted	Travel booking can proceed
Travel is Booked	Pre-arrival instructions can be sent
Candidate status becomes Arrived	On-site tracking begins
Event moves to Completed	All candidate statuses finalized

Audit Trail

Every status transition across all workflows is recorded in the system audit log with:

Timestamp -- exact date and time of the transition
User -- who triggered the change (or "System" for automated transitions)
Previous Status -- the status before the change
New Status -- the status after the change
Notes -- optional comments (e.g., decline reason, cancellation reason)

🔒Requires permission: AuditLogs.View

Only Admin users can access the full audit log. Other roles can see status history within their accessible records.

Understanding Roles -- Who can trigger which transitions
Permission Matrix -- Complete permission-by-role reference
Glossary -- Definitions of all status-related terms

Event Status Workflow​

Event Statuses Explained​

Event Transition Rules​

Candidate Status Workflow​

Candidate Statuses Explained​

Candidate Transition Rules​

LOU (Letter of Understanding) Status Workflow​

LOU Statuses Explained​

LOU Transition Rules​

LOU Campaign Flow​

Deployment Status Workflow (Rapid Response)​

Deployment Statuses Explained​

Deployment Transition Rules​

Compliance Packet Workflow​

Compliance Packet Statuses Explained​

Cross-Workflow Dependencies​

Key Dependencies​

Audit Trail​

Related Resources​