Use this reference to see what each opportunity and applicant status means, what your talent see at each stage, and how to close an opportunity without leaving applicants in limbo. It also covers the questions your team asks most once an opportunity is live.

Who can do this: Team members whose role includes Can access and manage all Job openings or Can access and manage Job openings they created or participate in. Making an opportunity live also needs Can publish Job openings to Job Portal.

Availability: Accounts that use opportunities (job openings).

Worksuite's default name for an opportunity is job opening. Your workspace may use another name, such as requisition, and may use a different name for your talent. The labels on your screen follow your workspace's names.

TABLE OF CONTENTS

Opportunity statuses

StatusWhat it meansWhat your talent see
DraftSaved but not published. No one has been invited yet.Nothing
PendingSent for approval with Request approval. It goes live when an approver clicks Make live.Nothing
ScheduledSet to publish at a later time.Nothing yet
OpenPublished with Make live. Invitations go out at this point.Invited talent get an email. Groups you shared it with see it on their Job board. Public opportunities also appear on your public portal.
CompletedMarked completed after you've chosen your talent.It leaves the Job board. Applicants still see it, with their final status.
CancelledStopped before or after completion. Applicants can't continue their application.It leaves the Job board.
ArchivedHidden from your lists. Archiving doesn't change any application in progress.It leaves the Job board.

Invitations go out when you make it live

Saving an opportunity as a draft doesn't invite anyone. The talent and groups you add are invited when you click Make live. If invited talent say they never got an email, check that the opportunity isn't still Draft or Pending.

Delete, cancel, complete or archive

  • Delete is available only while the opportunity is Draft, Pending or Scheduled. Once it's Open, you can't delete it.
  • Mark completed closes an Open opportunity after you've made your hiring decisions.
  • Cancel job opening stops an Open or Completed opportunity, for example when the role is withdrawn. Applicants can't continue their application.
  • Archive hides an Open, Completed or Cancelled opportunity from your lists. Teams usually archive after completing. To bring it back, use Reset to followed by its earlier status.
  • Make public reopens a Completed or Cancelled opportunity, so it's Open again.

Finishing one candidate's workflow completes that candidate's workflow only. One opportunity can hold many candidates, so the opportunity stays Open until you mark it completed. On a Completed opportunity you can't remove candidates.

Applicant statuses

StatusWhat it means
InvitedYou invited them. They haven't applied yet.
AppliedThey applied.
In progressThey're in the opportunity's workflow, either on a step they need to complete or on one your team is reviewing.
CompletedThey finished every step of the workflow.
HiredYour team hired them.
Not hiredYour team decided not to move forward with them, or disqualified them in the workflow.
DeclinedThe applicant declined or withdrew. Your team didn't set this status.

How you change an applicant's status depends on the opportunity:

  • Opportunities with a workflow: the status follows the workflow. Move the candidate between stages, or disqualify them, from the workflow. See How to Manage Workflows: Stages, Stage Managers and Moving Talent.
  • Opportunities without a workflow: use the actions next to the candidate on the Candidates tab to choose Hire or Not hire. These options also work for a candidate who Declined.

On either type, Assign to task gives the candidate work in a new or existing Task.

Completed opportunities and the Job board

Your talent's Job board shows Open opportunities only. When an opportunity is completed, cancelled or archived, it leaves the Job board. Talent who applied still see it in their own list of opportunities, with their final status.

To stop a group from seeing an Open opportunity:

  1. Open the opportunity and go to the Job boards tab.
  2. Click Remove from Job board next to the group, then click Remove.

You'll see "The Group has been removed". Group members already in an active workflow still see the opportunity. If the tab says the Job board is managed by a Distribution template, its groups can't be changed there.

Common questions

Where are the files an applicant uploaded?

Files an applicant uploads while applying are saved to their profile. Open the talent's profile and go to the Documents tab.

How do I message everyone on an opportunity?

Select the talent in your talent list, then choose Send message from the actions. If you invited a group, select that group's members. In-App Messaging has the steps.

To get a list of applicant email addresses from a completed opportunity, contact Worksuite Support.

An applicant says the Apply button doesn't work

Talent who open an apply link while logged in to Worksuite don't see a sign-up form. They're taken to the opportunity's page in Worksuite, where they click Apply. When the application goes through, they see "Your job application has been submitted".

Team members who open an apply link while logged in to Worksuite are sent to their own home page. To test an apply link yourself, use a private browser window.

If an applicant is still stuck, ask them for:

  • The link they used
  • The browser they used
  • Whether they were logged in to another Worksuite account at the time

Send these details to Worksuite Support.

Can I create or change opportunity templates?

Opportunity templates are set up by Worksuite Support. Contact Support to add a template or change an existing one.

Support/Resources

Still have questions about opportunity and applicant statuses? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.