Participant statuses and what changes them
Every FirstSourceTeam participant has one of six statuses. Scheduled is set when HR adds them; Engaged and Completed are set automatically from the participant platform or by an admin; Contacted and Expired are set by an admin; Declined is set only when the participant declines. Declined and Expired are final.
FirstSourceTeam tracks every participant with one of six statuses, and HR sees and records each change in the employer portal itself, without waiting for a provider's report. A participant starts as Scheduled when HR adds them and normally moves to Contacted, Engaged and Completed; Declined and Expired end the program early and are final.
Statuses
| Status | Meaning | Set by |
|---|---|---|
| Scheduled | Added to the program. Every participant's first status | The portal, when an admin adds the participant |
| Contacted | Outreach has started and FirstSourceTeam is waiting for the participant to respond. Shown as Awaiting Response on the Participants page | An admin, with Change status |
| Engaged | The participant has started the program | Automatically when they complete onboarding on FirstSourceTeam's participant platform, or an admin |
| Completed | The program is finished, for example after they accept a new role. The completion date is recorded | Automatically when their placement is recorded on the participant platform, or an admin |
| Declined | The participant turned down the services with their decline link | Only the participant, through the decline flow |
| Expired | Removed from the program | An admin, with Change status |
Transitions
Every status change is recorded in the participant's activity history and in the audit log.
| From | To | Who or what |
|---|---|---|
| (new) | Scheduled | An admin adds the participant, one at a time or by file upload |
| Scheduled | Contacted, Engaged, Completed, Expired | An admin |
| Scheduled | Engaged, Completed | Automatic, from the participant platform |
| Contacted | Engaged, Completed, Expired | An admin |
| Contacted | Engaged, Completed | Automatic, from the participant platform |
| Engaged | Completed, Expired | An admin |
| Engaged | Completed | Automatic, from the participant platform |
| Completed | Engaged | An admin only, to reopen a completion recorded by mistake. The completion date is cleared |
| Scheduled or Contacted | Declined | The participant, within the decline window |
| Declined | (none) | Final |
| Expired | (none) | Final |
Automatic updates from the participant platform never reopen a Completed participant and never change a Declined or Expired one. Nobody can set Declined by hand.
Statuses that close the decline option
A participant can decline only while they're Scheduled or Contacted, and only within 14 days of their invitation being sent. Once they're Engaged, Completed or Expired, the decline link shows Already enrolled.
Statuses that can receive an invitation
Invitation emails can be sent to participants who are Scheduled, Contacted or Engaged and have an email address. See Send invitations.
Statuses in reports
| Metric | Statuses counted |
|---|---|
| Engagement rate (Engaged or completed on the dashboard) | Engaged + Completed, divided by all participants |
| Completion rate | Completed, divided by all participants |
| Awaiting Response card | Contacted |
Declined and Expired participants stay in the total, so they lower both rates. See Dashboard and reports.
Last updated on