Application Status & Locations Status

In Harver, every candidate application always has two key components:

• An Application Status
• An associated Location (unless the account is a legacy setup without locations)

The Location determines which recruiters can view and manage the candidate, based on their assigned permissions.

If your account has no locations configured (legacy accounts), the Location field will not be displayed.

Application Statuses

Harver uses predefined statuses to indicate the candidate’s progress throughout the hiring process. Below is an overview of each status and when it applies:

Statuses set automatically (not editable manually)

• In progress
  The candidate has started but not yet completed the application flow. They may be answering questions or completing assessments.
• New
  The candidate has fully completed the application flow and is now ready for review by a recruiter.

Statuses managed manually after the Candidate Journey is completed

Once a candidate is in New, recruiters can change their status to one of the following:

• Shortlisted
  The candidate shows promising results and should be considered for the next steps.
  This may include contacting the candidate, discussing the results internally, or preparing for further evaluation.
• Talent Pool
  The candidate meets your selection criteria but there is no open position at the moment.
  You can store the candidate in the Talent Pool and revisit their application when new opportunities arise.
• Rejected
  The candidate does not meet the selection criteria necessary for the position.
• Invited
  The candidate meets the criteria and should be invited to the next stage, such as an interview, assessment, or scheduling step.
• Hired
  The candidate has successfully completed the recruitment process and has accepted your offer.

Location Assignment

Each application can belong to one or multiple locations, depending on the vacancy setup.

The location is inherited from the vacancy. Recruiters with permissions for that location can view and manage the candidate. 

If your account uses Regions, a candidate may become visible to recruiters who have Region-level access as well.

The location(s) of a candidate’s application are either:

• Inherited automatically from the vacancy (when no location picker is used), or 
• Selected directly by the candidate during the application process (when a Location Picker or Multi-Location Picker module is included).

Recruiters can also manually add additional locations to a candidate when needed—for example, in multi-location hiring scenarios where multiple stores or offices may want to consider the same applicant.

However, only the locations that are assigned to the vacancy the candidate applied to can be added.

This ensures that candidates remain visible only to recruiters responsible for the relevant vacancy locations.

Changing Candidate Status

To change a candidate’s status, a location must be selected, because each application status is always tied to a specific location.

• If the candidate has only one location, it is automatically pre-filled to streamline the process. 
• If the candidate has multiple locations, the recruiter must first select the location, and then choose the new status for that location. Without a location selected the Status is disabled and shows: "Multiple".

In Harver, not all statuses can transition to every other status.

Only certain allowed target statuses are available based on the candidate’s current status. Statuses that are not valid transitions will appear disabled in the dropdown.

Location-Specific Status

Status transitions in Harver are location-specific, meaning each location tied to a candidate’s application maintains its own independent status.

How Location-Specific Status Work

• A candidate can only move through most statuses (e.g., Shortlisted, Invited, Hired) after reaching New in that specific location. 
• The main candidate status typically mirrors the candidate’s status for the primary location, unless a special exception occurs.

Exception: Rejection With Multiple Locations (with all of my locations)

If a candidate is Rejected while in In progress, New, or Talent Pool, but the candidate still has other active locations where they have not been rejected:

• The main status resets to New. 
• This ensures recruiters in the remaining valid locations still see the candidate as available.

When your candidate has only one location, the location status is teh same as the overall status, this similifies the process for most use cases. 

Visibility Rules

If a candidate is already in an advanced hiring stage (Shortlisted, Invited, or Hired) for another location, then:

• Recruiters in other locations cannot see the candidate. 
• This is a visibility restriction, not a status change. 
• It prevents conflict when multiple locations try to hire the same candidate.
• If a location rejects a candidate, and the canddiate has other locations assigned, the lcoation status will be rejected and the Overvall status will become New and the candidate will be visible for other recruiters. 
  

Independent Location Statuses

• Changing a candidate’s status for one location does not affect statuses assigned to other locations.
• Each location progresses separately through the hiring process.

Recruiters access to multiple locations can reject candidatte from all of their locations at once. 

Rejection reasons

When Rejection Reasons are configured for an account, recruiters are required (or optionally allowed, depending on your setup) to select a reason when rejecting a candidate. Reasons are created/managed by Account Admins. 

This helps standardize decision-making and provides valuable reporting insights.

During the rejection process, recruiters can choose:

• A predefined rejection reason from the configured list 
• An optional custom reason to add additional context or clarification

The selected rejection reasons are captured in Harver and made available in Insights, where they can be tracked, analyzed, and used to improve hiring decisions and process effectiveness.

The selected reason and any notes are recorded automatically and shown in the Candidate Details Page (CDP) under the Notes section. 

Status change emails

When changing a candidate’s status, recruiters have the option to send an email notification to the candidate.

These emails are generated using the Communication Set assigned to the vacancy. Each status (e.g., Rejected, Talent Pool, Invited, Hired) has its own corresponding email template within that set managed by Account Admins.

Sending the email is optional, recruiters can also change the status without notifying the candidate.

• The email content is fully customizable through Communication Sets. 
• Variables (e.g., ${firstName}, ${accountName}) must be inserted via the variable picker, manually typing them will not work. Once inserted, the variable has a blue vbackground and cannot be edited, just deleted. 
  
• Recruiters can add CC recipients (up to 2 people), edit the subject, and personalize the message before sending. 
• The “Allow candidate to reply” option lets you specify a Reply-to address. 

This ensures consistent, branded, and automated communication during each phase of your hiring process.