Status Messages

A status message gives helpful context about where an application is in the hiring process. Think of it as a note attached to the application at a particular stage—used to update both the business and the applicant on what’s happening, what’s needed, or what’s coming next.

These messages can explain:

• Why something changed
• What action is required
• What to expect next

When the application status changes, the attached status message is no longer active unless a new one is added. This means it might look like the message has been cleared, but it's still part of the history. The most recent message won’t necessarily be the one that’s currently active.

To get the full picture, always check the message history on this application only to see what was shared at each step of the process. When adding a message try and reuse messages as much as possible from all applications.

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The active status message is visible in the People view as a custom column for each application, and it's also clearly labelled in the status message history list.

Visibility

Status messages have two levels of visibility:

• Shared Visible to jobseeker and triggers notification (preview available )
• Internal: Business-only, not visible to jobseeker

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Notifications go to jobseekers via in-app messages and emails—the email can be previewed

For the business

• Extra Details: A status message can be used to give the business more details about the current state of an application. For example, if an application has been reissued so that information can be changed, the status message might explain that the person needs to update. PICMI recommends this information has shared visibility
• Tracking Progress: It helps the business track each step more clearly, so they know why an application is in a particular stage, such as, if a contract was terminated a reason could be added. PICMI recommends this information has internal visibility

For the person applying

• Clear Communication: When notifications are sent to individuals about their application, the status message is included. This gives the person clear and relevant information about where they stand in the process.

Examples of status messages

Status messages ensure that everyone involved is kept informed, making the process smoother and more transparent.

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Messages can be multi-line and formatted (eg bold, bullet points).

Extra Details (shared)

These examples have a focus on communicating with the person applying and getting them to act

You are no longer required
No longer required (not available for the required work as stated in their contract)
Application has been reissed, please change your tax code and and accept
Please read the updated contract and accept too sign the contract

Tracking progress (internal)

These examples have a focus on communicating with others in the business now and in the future to know about what was done/decided or what needs to be done.

No response via phone and txt
Followed up with 2x emails, 1x text. No response.
Did not turn up to work
No longer available

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A status message can be added to each person's application status to provide more details. The active status message is displayed on the People view, and shared status messages are included in notifications to keep everyone informed.

You can view the history of status messages from previous statuses, and previous status messages can also be reused by copying them into a new status. Additionally, you can search for status messages across different people's applications.

Reuse existing and previous messages

PICMI recommends that you try to save time and have consistency by reusing messages. Previous messages can be found in two ways:

• Existing messages across all applications: scan for messages that have been used in the same application status so that the experience is similar across people applying
• Previous versions of messages in the current application: check that your messaging is consistent with what the person might be expecting based on previous communication

View status message

The status message is viewable per application row in the People view.

1. Go to People.
2. Select Customise Columns
3. Locate Personalise Conditions section
4. Select
   • Status Message: shows the text
   • Message Visibility: show shared/internal
5. Click Save when you're done
6. The Status Message and/or Message Visibility column will now show in the table for all entries
7. Locate the application row

View status messages history

The status message history is viewable per application.

1. Go to People.
2. Locate the application row .
3. Click ⋮ (vertical dots) to open the menu.
4. Select Status messages.
5. Review the list of message in date order
   • Message: text stored
   • Application status: status when the message was stored
   • Visibility: internal or shared
   • Deleted: shows the current message is now empty
   • Updated: date when the message was stored

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Move quickly between different people's application status message by clicking on the person application rows rather than closing the drawer and repeating the steps above

Change status message on application

1. Go to People.
2. Locate the application row .
3. Click ⋮ (vertical dots) to open the menu.
4. Select Status messages.
5. Select Change Status Message to enter a new message
6. Changing has two main options:
   • Add a new message in the text field
   • Remove active message
7. Click Save when you're done.

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Reuse existing message through show existing

Add new status message

Add a status message and include in notifications

1. Select Change Status Message
2. Locate the message editor and add a message (or reuse a previous status message)
3. Select the visibility
   • Shared (visible to jobseeker and triggers notification)
   • Internal (business-only, not visible to jobseeker)
4. Click Confirm, when you are done

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You can reuse existing messages and see what you have already sent

Understanding Previous Status Messages

PICMI allows you to reuse messages that have been sent previously, which can save time and help maintain consistency.

There are two types of previous messages you can reuse:

• All Applications:
  Messages sent across all applications. This is the most commonly used option, especially when sending the same type of message to different people.
• This Application Only:
  Messages that were sent specifically for the current application. These are typically used when you want to resend a message to the same person.

To help you find the right message to reuse, the system displays a shorter, unformatted version of each message. You can expand these to view the full text with formatting.

Each message also shows:

• The status it was originally added on
• Whether it is internal or shared
• The date it was sent

By considering both where the message came from and what you want to achieve—whether it’s prompting action, offering a gentle reminder, or simply sharing information—you can confidently choose the most effective message to reuse.

Copy from All Applications

Add messages that have been used across other people's applications

1. Locate the previous status messages section, select All Applications
2. User the filters to find previous messages
   • Search Messages: look for groups of messages with similar text
   • Status: narrow the search based on application status
   • Dates: narrow the search on dates of the status message change
   • Jobs
   • Show latest reason only
   • Show hidden reasons
3. Locate the message
   • Message: text stored (also expand displays the entire message formatted)
   • Visibility: internal or shared
   • Application status: status when the message was stored
   • Updated: date when the message was stored
4. Click Copy to add the text to the message editor

Copy from This Application Only

Add messages that have been used on this person's application

1. Locate the previous status messages section, select This Application Only
2. Locate the message
   • Message: text stored
   • Visibility: internal or shared
   • Application status: status when the message was stored
   • Deleted: shows the current message is now empty
   • Updated: date when the message was stored
3. Click Copy to add the text to the message editor

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To resend a reminder, create a new message entry. This ensures you can track repeats. You can copy messages for this purpose. You may also want to add new information.

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Preview an email template

As part of notifications for jobseekers, an email will be sent. The email contains:

• name of your business and job
• the message added
• a link for the jobseeker to sign back into PICMI for easy access to the application

1. Select Preview Email Template
2. Close the dialog when complete viewing