Candidate Status Transitions

AdminSchedulerSupervisor

Candidate status transitions track a caregiver's progression through an event, from initial import through completion. This guide provides detailed information about each transition, what triggers status changes, and how to perform both individual and bulk updates.

Status Transition Overview

The candidate status workflow is a directed graph with a main progression path and two terminal branches (Declined and Removed). Each transition has specific triggers and requirements.

Imported --> Contacted --> Confirmed --> Arrived --> Working --> Completed
   |             |             |           |
   v             v             v           v
Declined      Declined      Declined    Removed
Removed       Removed       Removed

Individual Status Transitions

Imported to Contacted

What it means: The candidate has been reached out to about the event.

Triggers:

Trigger	Description
Manual update	A user clicks the candidate's status and selects "Contacted."
Survey sent	When an availability survey is sent to the caregiver through the platform, the status automatically updates to Contacted.
Outreach logged	When a phone call or text message is logged against the candidate record.

Steps for manual update:

1. Navigate to the event's Candidates tab.
2. Locate the candidate in the list.
3. Click the Status column for the candidate (shows "Imported").
4. Select Contacted from the dropdown.
5. Optionally add a note (e.g., "Left voicemail at 2:30 PM").
6. Click Save.

Contacted to Confirmed

What it means: The caregiver has confirmed they will participate in the event.

Triggers:

Trigger	Description
Manual update	A user marks the candidate as confirmed after receiving verbal or written confirmation.
Survey response	If the caregiver responds "Yes" to an availability survey, the status can be automatically updated to Confirmed (configurable per event).

Steps for manual update:

1. Click the candidate's Status column (shows "Contacted").
2. Select Confirmed from the dropdown.
3. Optionally add the confirmation method (phone, email, text, survey).
4. Click Save.

tip

When a caregiver confirms, consider immediately creating their assignment to lock in their facility, unit, and shift. See Creating Assignments.

Confirmed to Arrived

What it means: The caregiver has arrived at the event location and checked in.

Triggers:

Trigger	Description
Manual update	An on-site coordinator marks the caregiver as arrived during check-in.
On-site check-in	If the event uses the on-site check-in module, scanning the caregiver's badge or ID updates the status automatically.

Steps for manual update:

1. Click the candidate's Status column (shows "Confirmed").
2. Select Arrived from the dropdown.
3. The arrival timestamp is recorded automatically.
4. Click Save.

Arrived to Working

What it means: The caregiver has started their first shift.

Triggers:

Trigger	Description
Manual update	A user updates the status after the caregiver begins work.
Shift logged	When the first shift entry is created for the caregiver in the work tracking module, the status automatically updates to Working.

Working to Completed

What it means: The caregiver has finished all assigned shifts and their participation in the event is complete.

Triggers:

Trigger	Description
Manual update	A user marks the candidate as completed after their last shift.
Event closure	When an event is closed, all Working candidates are automatically transitioned to Completed.

note

Completed is a terminal status. Once a candidate is marked as Completed, they cannot be moved to any other status. Ensure all shift data is finalized before marking completion.

Any Status to Declined

What it means: The caregiver has declined to participate in the event.

Available from: Imported, Contacted, Confirmed.

Steps:

1. Click the candidate's Status column.
2. Select Declined from the dropdown.
3. Select a Decline Reason (required):

Reason	Description
Not Available	Caregiver is unavailable for the event dates.
Personal Reasons	Caregiver declined for personal reasons.
Pay/Compensation	Caregiver declined due to compensation concerns.
Location	Caregiver does not want to travel to the event location.
Other	Free-text reason required.

4. Click Save.

Any Status to Removed

What it means: The candidate has been removed from the event by an authorized user.

Available from: Imported, Contacted, Confirmed, Arrived.

Steps:

1. Click the candidate's Status column.
2. Select Removed from the dropdown.
3. Select a Removal Reason (required):

Reason	Description
Credential Issue	Caregiver's credentials are expired or insufficient for the event.
DNR Flag	Caregiver has been flagged as Do Not Return.
Facility Request	The client facility requested the caregiver's removal.
No Response	Caregiver did not respond to outreach after multiple attempts.
Duplicate	Caregiver was imported more than once.
Error	Caregiver was added to the event in error.
Other	Free-text reason required.

4. Click Save.

🔒Requires permission: Events.Candidates.Remove

Returning Declined/Removed Candidates

Declined or Removed candidates can be returned to the Imported status to re-enter the workflow:

1. Filter the candidate list to show Declined or Removed candidates.
2. Click the candidate's Status column.
3. Select Imported (the only available option).
4. Add a note explaining why the candidate is being re-added.
5. Click Save.

The candidate re-enters the workflow at the beginning, and a new progression can be tracked.

Bulk Status Updates

Bulk status updates allow you to change the status of multiple candidates at once. This is particularly useful during high-volume phases like initial outreach or on-site check-in.

Performing a Bulk Status Update

1. Navigate to the event's Candidates tab.
2. Use filters to narrow the list to candidates you want to update (e.g., all "Imported" candidates).
3. Select candidates using the checkboxes:
   • Click individual checkboxes to select specific candidates.
   • Click the header checkbox to select all candidates on the current page.
   • Use Select All Matching (link below the header checkbox) to select all candidates matching the current filters, across all pages.
4. Click the Bulk Actions dropdown.
5. Select Update Status.
6. The bulk status dialog opens:

Field	Description
New Status	Select the target status. Only statuses valid for ALL selected candidates are shown.
Reason	Required for Declined and Removed transitions.
Note	Optional note applied to all selected candidates.

7. Review the count of affected candidates.
8. Click Apply to execute the update.

Bulk Update Validation

The system validates bulk updates before applying them:

• Invalid transitions are blocked. If any selected candidate cannot transition to the chosen status, the system displays a warning listing the affected candidates and the reason.
• Mixed statuses are handled. If you select candidates in different statuses, only valid target statuses (those reachable from all selected starting statuses) appear in the dropdown.

caution

Bulk status updates cannot be undone as a batch. If you need to reverse a bulk update, you must update each candidate individually or perform another bulk update to the previous status (if the transition is valid).

Bulk Update Examples

Scenario	Starting Status	Target Status	Common Use Case
Initial outreach complete	Imported	Contacted	After sending availability surveys to all imported candidates.
On-site check-in	Confirmed	Arrived	Checking in a group of caregivers at once.
Event close-out	Working	Completed	Finalizing all active workers at event end.
Non-responsive candidates	Contacted	Removed (No Response)	Removing candidates who did not respond after outreach period.

Status Change Notifications

Certain status transitions trigger notifications:

Transition	Notification	Recipient
Any to Confirmed	Confirmation email with event details	Caregiver
Any to Declined	Internal notification	Event coordinator
Any to Removed	Internal notification	Event coordinator
Confirmed to Arrived	Arrival alert	On-site supervisor

info

Notification settings can be configured per event under Event Settings > Notifications. Contact your administrator to adjust notification preferences.

Status History

Every status change is recorded in the candidate's history log. To view the history:

1. Click the candidate's name to open their candidate detail.
2. Scroll to the Status History section.
3. The log displays:

Field	Description
Previous Status	The status before the change.
New Status	The status after the change.
Changed By	The user who made the change (or "System" for automated transitions).
Date/Time	When the change occurred.
Reason	The reason provided (for Declined/Removed transitions).
Note	Any note added during the transition.

Troubleshooting

Issue	Solution
Status dropdown shows no options	The candidate is in a terminal status (Completed) or you lack permission to update statuses.
Bulk update fails for some candidates	Some candidates may already be in the target status or cannot transition from their current status. Review the error details.
Status changed unexpectedly	Check the status history for automated triggers (survey response, shift logged, event closure).
Cannot re-add a Removed candidate	Verify you have the Events.Candidates.Remove permission. Only Admin and Supervisor roles can remove/re-add candidates.