Candidate Pool Overview

AdminSchedulerSupervisorLeadership

In HCSS Events Platform, a candidate is a caregiver who has been associated with a specific strike event. While the caregiver record represents the healthcare professional across the entire system, the candidate record represents their participation in a single event. Understanding this distinction is essential for managing staffing workflows effectively.

Caregivers vs. Candidates

Concept	Scope	Description
Caregiver	System-wide	A healthcare professional's master profile, imported from BlueSky CRM. Persists across all events.
Candidate	Per event	A caregiver linked to a specific event. Tracks their status, assignment, and progress within that event.

A single caregiver can be a candidate in multiple events simultaneously or across different time periods. Each candidate record is independent -- a caregiver's status in one event does not affect their status in another.

How Candidates Enter an Event

Candidates are added to an event through one of the following methods:

1. BlueSky CRM Import -- The most common method. An administrator imports a batch of caregivers from BlueSky CRM into the event's candidate pool. All imported caregivers start with the Imported status.
2. Manual Addition -- An administrator or scheduler manually adds an existing caregiver to the event. The caregiver must already exist in the platform (i.e., they must have been imported from BlueSky at some point).

info

You cannot add a person who does not exist in BlueSky CRM as a candidate. The caregiver must have a BlueSky profile and must have been imported into the platform at least once.

Candidate Status Workflow

Every candidate moves through a defined status workflow from initial import to event completion. The workflow includes a main progression path and a branch for candidates who decline or are removed.

Main Progression Path

Imported --> Contacted --> Confirmed --> Arrived --> Working --> Completed

Decline/Removal Branch

At any stage before Working, a candidate can branch to:

[Any Status] --> Declined
[Any Status] --> Removed

Status Definitions

Status	Description	Typical Trigger
Imported	Caregiver has been added to the event's candidate pool. No outreach has occurred yet.	BlueSky import or manual addition.
Contacted	Outreach has been initiated. The caregiver has been called, emailed, or texted about the event.	User marks the candidate as contacted, or an automated survey is sent.
Confirmed	The caregiver has confirmed their availability and willingness to participate in the event.	Caregiver responds affirmatively to outreach, or user manually confirms.
Arrived	The caregiver has physically arrived at the event location or checked in.	User marks the candidate as arrived during on-site check-in.
Working	The caregiver is actively working shifts at the event.	First shift is logged, or user manually updates status.
Completed	The caregiver has finished their participation in the event. All shifts are complete.	Event ends, or user marks the candidate as completed.
Declined	The caregiver declined to participate.	Caregiver responds negatively to outreach, or user marks as declined with a reason.
Removed	The caregiver was removed from the event by an administrator or supervisor.	User removes the candidate with a reason (e.g., credential issue, facility request, DNR).

Status Transition Rules

Not all status transitions are permitted. The following table shows which transitions are valid:

From	Allowed Transitions
Imported	Contacted, Declined, Removed
Contacted	Confirmed, Declined, Removed
Confirmed	Arrived, Declined, Removed
Arrived	Working, Removed
Working	Completed
Completed	(Terminal state -- no further transitions)
Declined	Imported (to re-enter the workflow)
Removed	Imported (to re-enter the workflow)

note

A Declined or Removed candidate can be returned to Imported status to re-enter the workflow. This is useful when a caregiver changes their mind or a removal was made in error.

The Candidate List Page

Each event has its own candidate list page. To access it:

1. Navigate to Events in the left sidebar.
2. Select the event.
3. Click the Candidates tab.

Candidate List Features

Feature	Description
Search	Search by caregiver name, BlueSky ID, or phone number.
Status Filter	Filter by one or more candidate statuses.
Specialty Filter	Filter by clinical specialty.
Bulk Actions	Select multiple candidates to perform bulk status updates.
Status Summary	A row of status counts at the top of the page showing how many candidates are in each status.
Export	Export the filtered candidate list.

Status Summary Bar

The status summary bar appears at the top of the candidate list and provides an at-a-glance view of the candidate pipeline:

Imported	Contacted	Confirmed	Arrived	Working	Completed	Declined	Removed
145	98	72	65	60	12	18	5

Click any status count to filter the list to that status.

Role-Based Access to Candidates

Action	Admin	Scheduler	Supervisor	Leadership
View candidate list	Yes	Yes	Yes	Yes
Update candidate status	Yes	Yes	Yes	No
Add candidates manually	Yes	Yes	No	No
Remove candidates	Yes	No	Yes	No
Bulk status updates	Yes	Yes	Yes	No
Export candidates	Yes	Yes	Yes	No

Next Steps

• Candidate Status Transitions -- Detailed guide to status changes and bulk updates.
• Candidate Funnel -- Visualizing conversion rates through the candidate pipeline.