Move an Application through your workflow statuses
Each Application moves through the statuses of its Opportunity type's workflow, such as Application Review, Interview and Ready for enrolment. Some statuses only record where the applicant is. Others also send an email, book an interview or send a form. You need the User role or above.
Change the status
- Open the Application.
- In the Summary panel, check Supervisor. If it says Select supervisor, choose one first. The status dropdown stays greyed out until the Application has a Supervisor.
- Choose the new status in the status dropdown.
- If a window opens, finish it as described below.
enrola saves the change straight away and adds "Status changed to" to the Application Logs panel.
What each kind of status does
Admins create the statuses and choose each one's type in Settings → Applicant workflows. See Set up applicant workflows and status actions. This is what each type does when you choose it:
| Type | What happens |
|---|---|
| Activity | Nothing else. The status records the step. |
| Applicant email, Application review, Rejected | A Send Email window opens with the status's Title and Template, addressed to the applicant. Edit it, then select Send. |
| Employer email | The same window, addressed to the default Contact of the Opportunity's Employer. |
| External Interview, Internal interview | The Send Email Interview Request window opens, to book a slot. See Set interview availability and book interviews. |
| Form | A Send Email window opens with a link to a form for the applicant to fill in. See Use Ready for enrolment and the enrolment form. |
| More info requested | The Request more info - choose fields page opens. See Ask an applicant for more information. |
| Ready for enrolment | A window asks you to confirm the applicant's place. See Use Ready for enrolment and the enrolment form. |
| Feedback Survey | A Send Email window opens with a link to your feedback survey. |
| More info submitted, Profile sent, Profile feedback | Nothing else when you choose them yourself. enrola also sets Profile sent when you share a profile, and Profile feedback when an employer sends feedback. |
In the Send Email window, the Legend lists merge tags. Select one to add it where your cursor is. When the email goes, enrola fills each tag in, such as the applicant's first name. See Merge tags you can use in emails.
If you close the window without sending
Closing a status's email, interview or Ready for enrolment window without finishing it puts the status back to what it was. Nothing is sent.
Moving an Application out of Ready for enrolment
Ready for enrolment closes the applicant's other Applications, so leaving it needs a reason.
- Choose another status.
- The "Change from "Ready for enrolment"" window opens. Type your reason.
- Select Save.
enrola records your reason in Application Logs for everyone to see, and reopens the applicant's other Applications.
Feedback survey answers
When you send a Feedback Survey, the top of the record says "Feedback survey sent". When the applicant answers, it says "Feedback survey returned", the answers fill the Feedback survey panel, and the person who sent the survey gets an email. Survey links stop working after 30 days.
Good to know
- Copies of status emails are kept. In Application Logs, the status change has a link to the email sent.
- The emails' wording comes from each status's template. See Write the email a status sends.
- To change many Applications at once, see Act on several Applications at once. Bulk changes send each status's email as it is, without the chance to edit it.