There are various ways of managing the contacts and data within your CRM; this article focuses purely on statuses. For a more comprehensive guide to all of the options including profile tags, talent pools and pipelines, vacancy stages, global tags and custom fields, click here.
Table of Contents
What is a Status?
Applying a status to a candidate record, allows Recruiters to easily track where contacts are in the full sourcing and candidate engagement funnel. This applies not just for active applicants assigned to a specific vacancy, but from the moment someone becomes a prospective contact, through an engagement and nurturing cycle, to being hired. Using a status, a Recruiter should be able to discern at a glance whether the contact is someone that they should prioritise approaching about a vacancy and whether to send them a particular type of communication.
Who Can Manage Statuses?
Statuses can only be managed by Admins and Super Admins, but all users can view available statuses when applying them to candidates.
How are Statuses Useful?
Searching and Filtering
- Status can be used as a filter with advanced search and filters to refine the list of candidates. Using global and profile tags enables users to find candidates with the right skills in the right location, but adding a status filter makes it possible to refine this to show those candidates who are available and interested in opportunities, and therefore to prioritise efforts accordingly.
- The number of days a candidate has remained in a certain status can also be used as a filter. For example, Recruiters could send a follow up campaign to everyone who has been in the ‘Lead’ or ‘No response’ status for more than 90 days.
- Status can also be used as a filter to select recipients within a campaign.
- Status can be used as a trigger, filter and action within automated recipes. For example a status can automatically be updated based on another trigger (being assigned to a vacancy or applying via a form), but a certain status or change of status can also provoke another action, for example being added to a particular talent pool or campaign.
- - Statuses enable users to track and to report on the strength of talent pools in key business areas and also measure the effectiveness of nurturing and engagement activities. For example the percentage of candidates converted from a lead status to ‘actively looking for their next role’ within a particular pool.
- Pipeline reports display where all candidates sit in your recruitment process according to their status and can be used in conjunction with any additional filters.
- Status can be used in pivot reports to measure the number of candidates with any particular status split by any number of other metrics (e.g., country, talent pool, global tag, source, custom field etc.)
- Consider automating status updates using recipes. For example if a candidate’s vacancy stage is changed to ‘interview’, automatically update their status to ‘in application process’ or if the stage is changed to ‘offer accepted’ update the status to ‘hired.’)
- - For Beamery Pages and Forms customers, ask questions that enable you to use recipes where answers will automatically update status. For example, if a candidate responds to the question ‘which of the following best describes your current situation?’ with ‘I am actively looking to change roles within the next 6 months,’ this could trigger a status update to ‘Ready for next live role.’
- - Keep things simple and stick to statuses that candidates stay in for more than a few days at a time. If a Recruiter has to update statuses every time they receive a message or have a call they are unlikely to do so and data quickly becomes inaccurate.
- Candidates can only have one status at a time, so think of them as the main snapshot of where they are in your hiring pipeline. Additional characteristics can always be captured with custom fields or tags etc as necessary. For example having a status of ‘silver medalist’ may not be that helpful as one silver medalist might have been hired, one might be open to considering new roles, and once may have secured a new role and opted out of communications. Having statuses which reflect these different scenarios, with an additional global tag makes this easier to manage. - Statuses should enable you to track candidate through their whole journey, for example from being a newly identified lead with no previous interaction, through the nurturing and engagement process, to being hired.
- -Statuses are independent of any integrated ATS so can be configured in Beamery to reflect this end- to-end cycle.
- -Statuses are split into open and closed statuses by default (closed statuses could include things like ‘Rejected by company’ or ‘Not interested’). Note that closed statuses cannot be used in conjunction with recipes, so if you plan on automating any workflows using a closed status as a trigger or filter, it is recommended to set these up as open statuses instead.
- There can be confusion between a vacancy stage and candidate status. A vacancy stage shows where a candidate sits in the hiring process for a live role and candidates can be assigned to more than one vacancy with different stages for each. So a candidate status might be ‘in Application process’ but their vacancy stage might be ‘technical test’ for one role and ‘hiring manager interview’ for another. Learn more here.
Examples of Statuses
Here is an example of a status library used by organizations to reflect how they want to track candidates in their recruitment funnels.
|Open Statuses||Closed Statuses|
|Passive - Messaged||Do Not Contact|
How can statuses be applied?
|Beamery Extension||CSV Import|
|Beamery Form/Flow (via Recipe)|
How are Statuses shown in Beamery Settings: