Understanding applications

In PICMI, an application tracks participants' progress through opportunity intake and engagement. It represents how a participant expresses interest in an opportunity and completes required steps before placement or participation. Applications can support employment, services, and other engagement models that require the end goal of a contract.

An application typically includes multiple stages such as answering questions, reviewing information, watching videos, signing declarations, and reviewing/accepting agreement terms. These steps are organised into workflow pages. Each application is linked to an opportunity and an organisation, and may vary depending on organisation settings and individual conditions.

Once all the criteria are met, an offer is made. This offer needs to be agreed upon by the participant. Between the offer and the final acceptance, there is an agree stage to allow for a legally required cooling-off period.

Each application at its particular status has status message. A status message in PICMI provides additional information about the current stage of an application, helping both the business and the participant applying to understand its progress. It keeps the business informed with extra details and can be included in notifications sent to individuals, ensuring clear communication about what is happening and what to expect next in the application process. Learn more about status messages

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An application in PICMI has a status that shows its current stage. The status can be changed with an action, and each status can include a status message with more details. When the status changes, some updates also trigger * notifications* to keep everyone informed. See below for restrictions on some actions for participant restrictions.

Application status

In PICMI, an application status refers to the current stage or progress of a participant's application as they move through the process of potentially securing a contract. It helps both the business and the participant track where they are in the journey, from an invitation to apply to receiving and agreeing to an offer. Common statuses might include stages like in progress (while answering questions or submitting documents), offer made (when all criteria have been met and an offer is extended, including the cooling-off period before acceptance), and accepted (when the contract is finalised). The status changes dynamically based on the actions taken by the participant and the business.

Application actions

Statuses can be changed by specific actions, and these actions are dependent on the current status and who is performing them. For example, a business might send an offer, changing the status to offer made, while the participant may then agree, progressing the status towards accepted.

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Some actions result in notifications to business users or participants through email or in-app which can also have specific messages added per participant

Business actions

Status	Description	Action	Explanation
Invited	The participant has been invited but has not yet started the application process.	Cancel	Business can cancel the invite, moving the application to the cancelled invite status.
In Progress	The participant has started the application and has not yet reached an outcome.	Reissue, Cancel	Business can reissue the application (to send out a notification to the participant again) or cancel it, moving to the cancelled application status.
Offered	The participant has met the criteria and received an offer that has not yet been accepted or declined.	Cancel	Business can cancel the offer, transitioning to the cancelled offer status.
Accepted	The participant has accepted the offer and the engagement is active but not yet complete.	Terminate, Complete, Reissue	Business can terminate the application, complete the process, or reissue it to the in-progress status.
Completed	The participant fulfilled the engagement and all required obligations successfully.	Reissue, Reopen	Business can reissue the application back to accepted or reopen it to the accepted status.
Terminated	The engagement ended unsuccessfully before completion and required obligations were not fully fulfilled.	Reissue, Reopen	Business can reissue the application back to accepted or reopen it to the in-progress status.
Cancelled (Invite)	The invitation was withdrawn before the participant entered the application process.	Reopen	Business can reopen the cancelled invitation to transition back to the invited status.
Cancelled (Application)	The application was withdrawn while in progress and before reaching an outcome.	Reopen	Business can reopen the cancelled application to transition back to the in-progress status.
Declined	The participant chose not to continue with or accept the opportunity.		Business cannot perform any actions—only the participant can reopen the application

Participant actions

Status	Description	Action	Explanation	Restrictions
Invited	The participant has been invited but has not yet started the application process.	Apply, Decline	Can apply to progress to in progress or decline the invite.	Invites only/No intake availability
In Progress	The participant has started the application and has not yet reached an outcome.	Decline	Actions include declining or moving to offered if criteria are met.
Offered	The participant has met the criteria and received an offer that has not yet been accepted or declined.	Agree, Decline	Can agree to accept the offer or decline it.	No intake availability
Accepted	The participant has accepted the offer and the engagement is active but not yet complete.	Cancel	Can terminate the agreement if necessary.
Declined	The participant chose not to continue with or accept the opportunity.	Reopen	Can reopen the application or offer from declined state.
Completed	The participant fulfilled the engagement and all required obligations successfully.		No further actions available at this state by the participant
Cancelled	The application or invite was cancelled before the engagement reached a final outcome.		No further actions available at this state by the participant.

Restrictions on actions

Some participant actions are restricted based on opportunity intake settings. Without restrictions, anyone with a link to an opportunity can apply. See opportunity controls.

Setting	Description
Invites only	Individuals can only apply when they have been invited through PICMI.
Capacity Model + Capacity Limit	Availability is calculated by the intake configuration. In common Fixed Capacity scenarios, offered, accepted, and completed applications count toward the configured limit, while cancelled and terminated do not.
Intake Closed	Intake is paused regardless of available capacity.