Understanding applications

In PICMI, an application is the way a business tracks a person's status towards getting a contract. It represents the process by which a person expresses interest in joining an organisation's workforce for a specific role. The application typically consists of multiple stages, such as answering questions, reviewing information, watching videos, signing declarations, and reviewing and accepting a contract. These steps are organised into pages within the workflow. Each application is linked to a job and an organisation and may vary depending on the conditions set by the organisation and any specific conditions for that individual.

Once all the criteria are met, an offer is made. This offer needs to be agreed upon by the person. 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 person 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 jobseeker restrictions.

Application status

In PICMI, an application status refers to the current stage or progress of a person's application as they move through the process of potentially securing a contract. It helps both the business and the person 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 person 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 jobseeker may then agree, progressing the status towards accepted.

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

Business actions

Status	Description	Action	Explanation
Invited	The person has been invited to apply through the application process.	Cancel	Business can cancel the invite, moving the application to the cancelled invite status.
In Progress	The person is actively working on the application.	Reissue, Cancel	Business can reissue the application (to send out a notification to the person again) or cancel it, moving to the cancelled application status.
Offered	An offer has been extended to the person and is in the cooling-off period.	Cancel	Business can cancel the offer, transitioning to the cancelled offer status.
Accepted	The person has accepted the offer .	Terminate, Complete, Reissue	Business can terminate the application, complete the process, or reissue it to the in-progress status.
Completed	The contract itself has been completed for the job.	Reissue, Reopen	Business can reissue the application back to accepted or reopen it to the accepted status.
Terminated	The contract has been terminated for the job (business or jobseeker).	Reissue, Reopen	Business can reissue the application back to accepted or reopen it to the in-progress status.
Cancelled (Invite)	The invitation has been cancelled by the business.	Reopen	Business can reopen the cancelled invitation to transition back to the invited status.
Cancelled (Application)	The application has been cancelled by the business.	Reopen	Business can reopen the cancelled application to transition back to the in-progress status.
Declined	The jobseeker has declined application (from invitation or offer)		Business cannot perform any actions—only the jobseeker can reopen the application

Jobseeker actions

Status	Description	Action	Explanation	Restrictions
Invited	The person has been invited to apply but hasn't started the process so yet.	Apply, Decline	Can apply to progress to in progress or decline the invite.	Invites only/No vacancies
In Progress	The person is actively filling out the application.	Decline	Actions include declining or moving to offered if criteria are met.
Offered	An offer has been extended to the person after meeting all the criteria.	Agree, Decline	Can agree to accept the offer or decline it.	No vacancies
Accepted	The person has agreed to the offer, now in the cooling-off period.	Cancel	Can terminate the agreement if necessary.
Declined	The person has declined either the invitation or the offer.	Reopen	Can reopen the application or offer from declined state.
Completed	The application process is marked as complete by the business.		No further actions available at this state by the jobseeker
Cancelled	The application was cancelled (by the business)		No further actions available at this state by the jobseeker.

Restrictions on actions

Some jobseeker actions are restricted based on Job settings. Without restrictions, anyone with a link to a job can * apply*. See job application controls

Setting	Description
Invites only	Individuals can only apply for a job that is linked to a person who has been invited through the PICMI system
Vacancies	The maximum number of people who have an accepted application for a job. When the number has been reached applications can no longer be offered. The calcuation is that offered, accepted and completed all count towards the total vacancies. Cancelled and terminated are not.