Set up applicant workflows and status actions
A workflow is the list of statuses an Application moves through, from first review to enrolment. Each Opportunity type has its own workflow. Admins and Team Owners set workflows up in Settings → Applicant workflows. Changes apply to everyone in your organisation straight away.
Open a workflow
- Go to Settings → Applicant workflows.
- Select Edit beside the Opportunity type, such as Apprenticeship.
enrola lists the type's statuses in order, with Auto application email at the top.
Add a status
- Select Add.
- Enter a Name. Staff see this name on Applications and in filters.
- Choose a Type. The type decides what happens when someone moves an Application to the status (see the table below).
- For a type that sends an email, check the Subject and Template. enrola fills in a starting template when you choose the type. The Legend below lists the merge tags you can use.
- Select Save. enrola shows "Workflow status added".
New statuses go to the end of the list.
What each type does
| Type | When an Application moves to the status |
|---|---|
| Activity | Nothing else happens. Use it to mark a step, such as Need to call. |
| Applicant email | enrola opens an email to the applicant, filled in from the template, for staff to check and send. |
| Employer email | enrola opens an email to the default contact of the Opportunity's Employer. If that contact has no email address, enrola says "Employer's default contact email is empty". |
| Application review | enrola opens an email to the applicant, as for Applicant email. |
| Rejected | enrola opens an email to the applicant, as for Applicant email. |
| External Interview | enrola opens interview booking, for an interview with the employer. |
| Internal interview | enrola opens interview booking, for an interview with your own team. |
| Form | enrola opens an email with a link to a form for the applicant to complete. Use the status's Form button to choose the form's fields. |
| More info requested | enrola opens Request more info. enrola also moves an Application here when someone sends a request. |
| More info submitted | enrola moves an Application here when the applicant sends back the information you asked for. |
| Profile sent | enrola moves Applications here when you send their applicant profiles to an employer. |
| Profile feedback | enrola moves an Application here when an employer gives feedback on its profile. |
Two statuses are built in and can't be edited or deleted: Ready for enrolment and Send Feedback Survey. See Ready for enrolment and the enrolment form.
For how staff use statuses day to day, see Move an Application through your workflow statuses.
Edit, reorder or delete a status
- Edit: select Edit beside the status, make your changes and select Save. enrola shows "Workflow status saved". The new name shows on every Application at that status. A changed template is used the next time someone moves an Application to the status.
- Reorder: drag a status up or down the list. The order is the order staff see in the status list on Applications. Dragging needs a mouse, so reorder statuses on a computer.
- Delete: select Delete beside the status and confirm. The status disappears from the workflow and can't be chosen any more.
Tip. Before you delete a status, move any Applications at that status to another one, so they aren't left at a status nobody can choose.
Good to know
- Auto application email is the email applicants get when they apply. See Set up Opportunity types and their application emails.
- Some status types aren't offered when staff change several Applications at once with With selected…, such as Employer email, More info requested and External Interview.