Job status

Overview#

A job carries two statuses, and they answer different questions.

• Status is the requisition's internal stage — where the role sits in your own hiring process. Your workspace defines these.
• Publish is whether candidates can apply — Draft, Live, Paused, or Closed. This set is fixed.

So a job can be Open internally and Paused to candidates. Neither status changes the other.

Change a job's status#

Focus a job row and press S, or select Status on the job overview.

Status never changes by itself. Filling one of three openings does not close the requisition — a recruiter decides that. Two things change it without a recruiter: the default a new job starts on, and the remap that runs when an admin deletes a status jobs are still using. The nightly sweep described below is not one of them — it moves Publish, not Status.

The Status column shows how long the job has been in its current status, and every change is written to the job's timeline with who made it.

The status catalog#

A new workspace starts with five statuses: Backlog, Planned, In progress, Completed, and Canceled. New jobs start on Backlog.

Every status belongs to one of five categories: Backlog, Planned, In progress, Completed, or Canceled. The category drives the status icon and every report that asks whether a requisition is still open.

Edit the catalog#

Job statuses are set for the whole workspace at Settings → Jobs → Statuses. Only a workspace admin can change them.

You can change a status's name, description, colour, and position, and choose which one new jobs start on. A few rules hold:

• A status keeps its category for life. Turning Open into a completed status would rewrite the meaning of past reporting, so it is not allowed.
• The default must be a Backlog or Unstarted status. A job cannot be born finished.
• Names are unique per workspace, ignoring case.
• Deleting a status that jobs still use asks you to nominate a replacement first, then moves those jobs to it.
• You cannot delete the default status, or the last status left in a category.

The same page holds Candidate status visibility, which decides how much of an application's progress candidates see in the candidate portal: the exact status names, simplified categories, or only whether the application is open or closed. It applies to the whole workspace.

Archive a job#

Open the job, use the ⋯ menu, and choose Archive job.

An archived job leaves every job list and comes off any public career site. Its candidates and applications are kept. You are returned to the jobs list, and the confirmation toast offers Undo.

An archived job is gone from every job list, from search, and from its own URL, so the Undo in that toast is currently the only way back from inside the app. Take it if you archived a job by mistake. A per-team archive page, where any archived job can be found and restored later, is not built yet.

Unarchiving returns a job to Closed — never to whatever it was published as before. This is deliberate. Restoring an old requisition should never quietly put it back in front of candidates.

Jobs cannot be deleted. Candidate records hang off them, so archiving is the only way to put one away.

Close stale jobs automatically#

A team can close its own stale jobs on a schedule. Open the team's Workflow settings and turn on Auto-close stale jobs, then choose how long a job may sit idle — 1, 2, 3, 6, 9, or 12 months — and whether a stale job's Publish value is set to Closed or Archived. The job's pipeline Status is left where the recruiter put it.

A job is stale when nothing has happened to it: no edit, no publish, no new application, and no application status change in that period. The sweep runs once a night. It only touches jobs owned by that team, and only jobs that are Draft, Live, or Paused — anything already closed or archived is left alone.

Nothing is deleted either way. A job the sweep sets to Closed is reopened from the Publish picker. A job the sweep sets to Archived cannot yet be restored from the app: the sweep runs overnight, so there is no toast and no Undo, and the per-team archive page that will list swept jobs is not built yet. Prefer Closed if you want the outcome to be reversible today.

Workspace admins and the team's lead can change these settings.

Who can archive a job#

Workspace admins, and active non-guest members of the team that owns the job. This is narrower than editing: someone on a team the job was added to later can change the job's fields, but cannot archive it. Guests cannot do either.