Processing Status
Processing Status
Track where each candidate is in the evaluation pipeline and monitor assessment progress.
Understanding Processing Status
Every candidate moves through stages from addition to final decision. Understanding these statuses helps you:
- Monitor assessment progress
- Identify stalled candidates
- Track pipeline health
- Plan next steps
Assessment Processing States
Added (Not Assessed)
What it means: Candidate profile created but no AI assessment requested yet.
Status indicator: Gray circle or "New" badge
Next steps:
- Review profile for completeness
- Add missing information if needed
- Request assessment when ready
Common reasons for delay:
- Waiting for complete resume
- Batch processing multiple candidates
- Manual review before AI assessment
Queued
What it means: Assessment requested and waiting to start.
Status indicator: Blue "Queued" badge
Duration: Usually seconds to 1 minute
What's happening:
- Request received and validated
- Position in assessment queue assigned
- System preparing to process
If stuck here: Typically resolves within 2 minutes; see troubleshooting if longer.
Processing - Extracting
What it means: System is extracting and parsing resume/profile data.
Status indicator: Animated "Extracting..." badge
Duration: 15-45 seconds
What's happening:
- Resume text being extracted
- Profile information being structured
- Skills and experience being identified
- Work history being parsed
Progress visible: Progress bar shows extraction percentage.
Processing - Analyzing
What it means: AI agents are evaluating the candidate.
Status indicator: Animated "Analyzing..." badge with agent icons
Duration: 1-2 minutes
What's happening:
- All 6 agents analyzing simultaneously
- Matching against campaign requirements
- Generating scores and assessments
- Writing detailed reports
Progress visible: See which agents have completed (checkmarks appear).
Completing
What it means: Finalizing assessment and generating reports.
Status indicator: "Completing..." badge
Duration: 10-30 seconds
What's happening:
- Aggregating agent scores
- Calculating overall compatibility
- Formatting reports
- Preparing visualizations
Completed
What it means: Assessment finished successfully.
Status indicator: Green checkmark or score badge
What's available:
- Overall compatibility score displayed
- Full agent reports accessible
- Ready for review and comparison
Next steps: Review assessment, add to comparison, or share with team.
Failed
What it means: Assessment encountered an error.
Status indicator: Red "Failed" badge
What to do:
- Click candidate to see error details
- Address the specific issue (usually missing/invalid data)
- Request assessment again
Common causes:
- Empty or corrupted resume file
- Insufficient candidate information
- System temporary issue
See Assessment Troubleshooting for details.
Hiring Pipeline Status
Separate from assessment status, track hiring progress:
New
Fresh application, not yet reviewed by human.
Reviewed
Team has looked at profile and assessment.
Phone Screen Scheduled
Initial phone interview scheduled.
Phone Screen Completed
Phone interview done, notes added.
Interview Scheduled
In-person or video interview scheduled.
Interviewed
Interview completed, awaiting feedback.
Under Consideration
Finalist being actively considered.
Reference Check
Checking candidate references.
Offer Extended
Job offer sent to candidate.
Hired
Candidate accepted offer.
Rejected
Decided not to move forward.
Withdrawn
Candidate withdrew application.
On Hold
Paused for now, might revisit.
Viewing Status
In Candidate List
List view: Status appears in dedicated column
Card view: Badge displayed on card
Color coding:
- Green: Positive movement (assessed, interviewed, hired)
- Blue: In progress (processing, phone screen)
- Yellow: Needs attention (failed, on hold)
- Red: Terminal states (rejected, withdrawn)
Filter by Status
Assessment status filters:
- Completed assessments
- In progress
- Not assessed
- Failed
Pipeline status filters:
- All active (everything except rejected/withdrawn)
- Specific stages (interviewed, offer extended, etc.)
- Terminal states (hired, rejected, withdrawn)
Use case: Focus on candidates ready for next step.
Status Dashboard
Campaign overview shows status distribution:
- Pie chart: Visual breakdown of all statuses
- Numbers: Count in each status
- Conversion rates: % moving from each stage to next
Access: Campaign page → "Pipeline" tab
Bulk Status Changes
Update multiple candidates simultaneously:
- Select candidates via checkboxes
- Click "Bulk Actions" → "Change Status"
- Select new status
- Optional: Add note explaining change
- Apply
Common use cases:
- Move all phone-screened candidates to "Interview Scheduled"
- Mark multiple candidates as "Rejected" after decision
- Set batch to "Under Consideration" for final review
Status Notifications
Configure alerts for status changes:
Campaign settings → Notifications → Status Changes
Choose when to notify:
- ✅ Assessment completes
- ✅ Assessment fails (so you can retry)
- ⬜ Candidate moves to new pipeline stage (can be noisy)
- ✅ Candidate reaches specific stage (e.g., "Offer Extended")
Team notifications: Also notify relevant team members of status changes.
Status History
View complete status timeline:
Candidate profile → Activity tab
Shows:
- Every status change with timestamp
- Who changed the status
- Duration in each status
- Notes added with changes
Use for:
- Understanding candidate journey
- Identifying bottlenecks
- Audit trail and compliance
Custom Statuses
Professional and Enterprise plans can add custom pipeline statuses:
Organization settings → Custom Fields → Candidate Statuses
Add statuses like:
- "Homework Assignment Sent"
- "Awaiting Security Clearance"
- "Executive Interview Scheduled"
- "Background Check in Progress"
Customize workflow to match your hiring process.
Processing Time Expectations
Typical durations:
- Resume extraction: 30 seconds
- AI agent analysis: 2 minutes
- Total assessment time: 2-3 minutes
- Bulk assessment (10 candidates): 3-4 minutes (parallel processing)
If longer:
- Check system status page
- Review error messages
- See troubleshooting guide
Monitoring Large Batches
When processing many candidates:
Batch Progress View
Campaign page → Processing Queue
Shows:
- Total in queue
- Completed so far
- Estimated time remaining
- Any failures
Real-time updates: Refreshes automatically.
Pause/Resume Processing
Enterprise feature: Pause bulk processing if needed:
- Click "Pause Queue"
- Completes in-progress assessments
- New ones wait until resumed
- Click "Resume Queue" to continue
Use case: Need to modify campaign requirements mid-batch.
Best Practices
Check before assessing: Verify candidate info is complete to avoid failed assessments.
Batch processing: Request assessments for multiple candidates at once—parallel processing is faster.
Status discipline: Update pipeline status promptly so team knows current state.
Monitor failures: Check daily for failed assessments and retry with corrections.
Pipeline reviews: Weekly review of status distribution to identify bottlenecks.
Next Steps
- Understand demo mode for testing without real data
- Configure notifications for status updates
- Troubleshoot failed assessments
Quick Tip
Status shortcuts: Press 'S' while viewing a candidate to quickly change pipeline status without opening menus.