Status definitions

RecSphere uses statuses to describe where a record is in its workflow. The System Name is the value RecSphere logic uses. Admins can show a different label to users, so the wording you see in your workspace may differ.

Where an information icon appears beside a status in Settings > System Values, RecSphere also provides a short summary of what that status means.

note

Labels and colours can vary by workspace. Use the system name when checking automation, reporting or system behaviour.

Candidate Statuses

System name	Summary
Archived	Hidden from day-to-day lists. Kept for reporting and history.
Available	No current bookings but has forward availability recorded on their calendar. Set automatically when contracts end.
Booked	Holds a current or upcoming contract with no remaining forward availability. Updated automatically.
Booked via Portal	Booked on a contract that came through a portal rather than a direct booking.
Check Availability	No current bookings and no forward availability on their calendar - a consultant needs to confirm when they can work. Set automatically when contracts end.
Do Not Contact	Must not be contacted. Recruiters see a warning before any contact or submission.
New	Just added to the system and not yet qualified or booked.
Partially Booked	Holds a current or upcoming contract but still has forward availability, so they can take more work. Updated automatically.
Unavailable	Not currently available for work, set manually by a consultant.

Client Statuses

System name	Summary
Active	A live client you are currently working with.
Archived	Hidden from day-to-day lists. Kept for reporting and history.
Do Not Contact	The client must not be contacted. Recruiters see a warning before reaching out.
Inactive	Not currently being worked with, but kept on record.

Contact Statuses

System name	Summary
Active	A current, contactable person at the client.
Archived	Hidden from day-to-day lists. Kept for reporting and history.
Do Not Contact	Must not be contacted. Recruiters see a warning before reaching out.
Left the Company	No longer works at the client.
New	Just added and not yet engaged.

Contract Statuses

System name	Summary
Archived	Hidden from day-to-day lists. Kept for reporting and history.
Cancelled	The booking was called off before the contract went live.
Completed	The contract ran to its end date and the placement finished.
Contracts Sent	The contract paperwork has been sent out (or marked as sent) for signing.
Draft	Being prepared and not yet sent to anyone. Timesheets are not generated at this stage.
Finalised	Payroll ids have been checked. Timesheets are generated and the candidate and vacancy are marked as booked.
Live	The contract start date has passed and the candidate is working.
Ready to Finalise	Both the client and candidate have signed. Waiting on payroll ids to be checked and the contract finalised.
Terminated	The contract was ended after going live, with a termination date and reason recorded.

Invoice Statuses

System name	Summary
Approved	The invoice has been approved and sent.
Paid	Payment has been received, usually confirmed by the accounting system sync.
Pending	Newly created and not yet approved or sent.
Rejected	The invoice was rejected and will not be paid as it stands.

Payroll Statuses

System name	Summary
Approved	The payroll run has been approved and is ready to process.
Archived	Hidden from day-to-day lists. Kept for reporting and history.
Closed	The payroll run is finished and locked.
Exported	The run has been exported to the payroll provider (such as Xero).
In Payroll	The run is being processed in the payroll system.
Paid	Payments in the run have been made.
Pending	The payroll run has been created but not yet approved.

Pipeline Statuses

The Pipeline board moves candidates through these stages automatically as work happens (see Pipeline overview). Pipeline stages are fixed and set by the system as the candidate progresses, rather than edited in System Values.

System name	Summary
Lead	A new candidate who has not yet been qualified.
Qualified - CV + Availability	The candidate has a CV on file and confirmed availability.
Compliance Started	Compliance checks and document collection are underway.
Submission Ready (Compliant)	Fully compliant and ready to be put forward for vacancies.
Shortlisted	Added to at least one vacancy shortlist.
Submitted to Vacancy	Put forward to a client for a vacancy.
Booking Confirmed	A booking has been confirmed for the candidate.
Active / Maintenance	Currently working, with ongoing compliance and regular contact to keep them warm.

Shortlist Statuses

System name	Summary
Accepted Contract	The candidate accepted the booking and a contract has been created from this shortlist.
Archived	Hidden from day-to-day lists. Kept for reporting and history.
Compliance Only	No information icon is shown in the live UI for this status.
Accepted - Contract Lost (Booked by another agency)	The client accepted, but the booking went to another agency.
CV and References	No information icon is shown in the live UI for this status.
CV Combined Pack	No information icon is shown in the live UI for this status.
CV only	No information icon is shown in the live UI for this status.
Interview Arranged	No information icon is shown in the live UI for this status.
Interview Requested	The client has asked to interview the candidate.
Interview Scheduled	An interview has been arranged with the client.
Not Sent	No information icon is shown in the live UI for this status.
Interviewed - Pending Feedback	The interview has taken place and the client's feedback is awaited.
Accepted - Potential Booking	The client has accepted the candidate and a booking is being arranged.
Accepted - Rejected by Candidate	The client accepted, but the candidate turned the offer down.
Rejected by Client	The client declined the candidate.
Shortlisted	Added to the vacancy's shortlist but not yet sent to the client. This is the starting status.
Submitted	The candidate's details have been sent to the client for consideration.
Successful - Pending Documentation	No information icon is shown in the live UI for this status.
Successful	No information icon is shown in the live UI for this status.
Unsuccessful	No information icon is shown in the live UI for this status.
Withdrawn	The candidate was withdrawn from consideration for this vacancy.

Timesheet Statuses

System name	Summary
Approved	The submitted hours have been approved.
Archived	Hidden from day-to-day lists. Kept for reporting and history.
Authorised	Approved hours have been authorised, ready for invoicing and payroll.
Draft	Created but not yet released for hours to be entered or submitted.
Invoiced	The timesheet has been included on an invoice.
Pending	Generated automatically when the contract is finalised, waiting for hours to be submitted.
Rejected	The submitted hours were rejected and need to be corrected and resubmitted.
Submitted	Hours have been submitted and are awaiting approval.

Vacancy Statuses

System name	Summary
Active	An open vacancy that has been in the system for at least 7 days. Set automatically by the nightly status update.
Archived	Hidden from day-to-day lists. Kept for reporting and history.
Cancelled	The client cancelled the requirement before it was filled.
Expired	The vacancy's end date has passed while it was still open. Set automatically by the nightly status update.
Filled	Every required shift or position on the vacancy has been covered by a signed contract.
Incomplete	Scraped from an email but missing key details (such as grade or speciality) - needs a consultant to complete it.
Lost	The requirement went ahead but was lost to another agency.
New	Just added to the system. Automatically becomes Active after 7 days.
Possible Duplicate	Flagged as a likely duplicate of another vacancy, usually detected during email scraping.

Related articles

• System values
• Settings overview
• Roles and permissions