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Stage reference

Selected configurable workflow stages with their codes, owning roles and entry requirements, the six terminal stages, and examples of operational checklist codes.

4 min readLast updated October 20, 2026

This page shows selected stages and checklist items from the configurable defaults. Your workspace contains the complete set. Codes, names, order, owning roles and requirements are editable per organization, so review them against your own process and applicable requirements.

Requirements listed are entry conditions. Each row lists what must be true to enter that stage, not to leave it. Unless noted, every seeded requirement is blocking. See Stage gates.

Sourcing and screening#

Code	Name	Owner	Entry requirements
`LEAD`	Lead / Inquiry	Marketing Officer	None. The initial stage. Walk-ins, campaign responses and referrals not yet endorsed to a job order.
`SCREENING`	Screening	Recruitment Officer	`FIELD_PRESENT` `applicant.mobile` — contact number on file · `DOCUMENT_TYPE` `RESUME` — résumé uploaded and verified
`QUALIFIED`	Qualified	Recruitment Officer	`CHECKLIST_ITEM` `BIODATA_COMPLETE` · `CHECKLIST_ITEM` `SCREENING_INTERVIEW_DONE`

Selection#

Code	Name	Owner	Entry requirements
`EMPLOYER_INTERVIEW`	Employer Interview	Recruitment Officer	`CHECKLIST_ITEM` `EMPLOYER_INTERVIEW_SCHEDULED` — completed automatically when the application is added to an interview plan. Entering this stage stamps `endorsedAt`.
`SELECTED`	Selected by Employer	Recruitment Officer	`CHECKLIST_ITEM` `EMPLOYER_INTERVIEW_PASSED` — recorded automatically when authorized staff mark the interview as `PASSED`.

Medical and offer#

Code	Name	Owner	Entry requirements
`MEDICAL`	Medical Examination	Liaison Officer	`ROLE_SIGNOFF` `RECRUITMENT_OFFICER` · `CHECKLIST_ITEM` `MEDICAL_SCHEDULED`. The handoff point from Recruitment to Liaison.
`JOB_OFFER`	EO Status	Recruitment Officer	`DOCUMENT_TYPE` `OFFER_LETTER`. Stamps `offerAt`.
`OFFER_ACCEPTED`	Contract Status	Recruitment Officer	`DOCUMENT_TYPE` `EMPLOYMENT_CONTRACT` · `CHECKLIST_ITEM` `CONTRACT_SIGNED`. Stamps `offerAcceptedAt`.

Documentation#

Code	Name	Owner	Entry requirements
`DOCUMENTS`	Document Processing	Document Officer	`CHECKLIST_ITEM` `MEDICAL_RESULT_RECEIVED` · `DOCUMENT_TYPE` `MEDICAL_RESULT` — verified and unexpired

Clearance and departure#

Code	Name	Owner	Entry requirements
`DEPLOYED`	Deployed	Welfare Officer	`DOCUMENT_TYPE` `AIRLINE_TICKET` · `CHECKLIST_ITEM` `FLIGHT_BOOKED` · `ROLE_SIGNOFF` `WELFARE_OFFICER` · `CHECKLIST_ITEM` `PRE_DEPARTURE_BRIEFING`

Entering Deployed does three extra things. It stamps deployedAt, flips the applicant’s own status to DEPLOYED so lists agree with the board, and creates a Deployment record with status DEPARTED for post-arrival welfare monitoring.

Post-deployment#

Code	Name	Owner	Entry requirements
`POST_ARRIVAL`	Post-Arrival Monitoring	Welfare Officer	`CHECKLIST_ITEM` `ARRIVAL_CONFIRMED`
`CONTRACT_COMPLETED`	Contract Completed	Welfare Officer	`CHECKLIST_ITEM` `ONBOARD_CONFIRMED`

Contract Completed is an active stage, not a terminal one. By default it is the last stage in the sequence rather than a terminal state, so an application that reaches it keeps status IN_PROGRESS. If you mark it terminal in your own configuration it closes as CLOSED_SUCCESS — it is the only stage that closes successfully; every other terminal stage closes as CLOSED_FAILED.

Terminal stages#

Reachable from any stage, never gated, and open to any staff member who can write applications. Entering one sets the application status to CLOSED_FAILED and records the matching TerminalReason.

Code	Name	Owner	Reason recorded
`WITHDRAWN`	Withdrawn	Any staff	`WITHDRAWN`
`REJECTED`	Rejected	Any staff	`REJECTED`
`FAILED_MEDICAL`	Failed Medical	Liaison Officer	`FAILED_MEDICAL`
`VISA_DENIED`	Visa Denied	Liaison Officer	`VISA_DENIED`
`DISQUALIFIED`	Disqualified	Any staff	`DISQUALIFIED`
`CONTRACT_TERMINATED`	Contract Terminated	Welfare Officer	`CONTRACT_TERMINATED`

The remaining TerminalReason values — DOCUMENT_INCOMPLETE and OTHER — are available to set explicitly on a close rather than being inferred from a stage.

Checklist codes#

The following are selected checklist examples. Each has an owning role, which is who is expected to complete it. Check your workspace configuration for all available items.

Selected operational checklist items.
Code	Label	Owner	Notes
`BIODATA_COMPLETE`	Applicant bio-data complete	Recruitment Officer
`SCREENING_INTERVIEW_DONE`	Agency screening interview conducted	Recruitment Officer
`EMPLOYER_INTERVIEW_SCHEDULED`	Employer interview scheduled	Recruitment Officer	Completed automatically when the applicant is added to an interview plan.
`EMPLOYER_INTERVIEW_PASSED`	Interview result: Passed	Recruitment Officer	Recorded automatically when authorized staff mark the interview as `PASSED`.
`REQUIREMENTS_BRIEFED`	Applicant briefed on requirements and collectible costs	Recruitment Officer	Records the requirements and costs discussed with the applicant for later review.
`CONTRACT_SIGNED`	Employment contract signed by worker	Recruitment Officer
`MEDICAL_SCHEDULED`	Medical examination scheduled	Liaison Officer
`MEDICAL_RESULT_RECEIVED`	Medical result received and recorded	Liaison Officer
`VISA_FILED`	Visa application filed	Liaison Officer
`FLIGHT_BOOKED`	Flight booked and ticket issued	Liaison Officer
`PRE_DEPARTURE_BRIEFING`	Pre-departure briefing conducted	Welfare Officer
`ARRIVAL_CONFIRMED`	Arrival at jobsite confirmed	Welfare Officer
`ONBOARD_CONFIRMED`	Employer confirmed onboarding	Welfare Officer

Role sign-offs. A `ROLE_SIGNOFF` requirement resolves to `SIGNOFF_` plus the role name.
Code	Label	Owner
`SIGNOFF_RECRUITMENT_OFFICER`	Recruitment Officer sign-off	Recruitment Officer
`SIGNOFF_DOCUMENT_OFFICER`	Document Officer compliance sign-off	Document Officer
`SIGNOFF_WELFARE_OFFICER`	Welfare Officer deployment-readiness sign-off	Welfare Officer

Tracking an item does not automatically make it a gate. For example, REQUIREMENTS_BRIEFED and VISA_FILED are tracked but are not referenced by a default stage requirement. Attach checklist items to a stage when your organization’s process requires them to be checked before entry.

A note on ordering#

Stages are ordered by sortOrder, seeded in tens from 10 to 160 for active stages and from 900 to 950 for terminal ones. The gaps are intentional: inserting a stage between two existing ones means picking a number in between rather than renumbering the tree. Terminal stages sit far above everything so they always sort last.

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