Statuses
Understand common status values used across Edmissa.
Use this reference when a list, profile, application, document, task, approval, or user account shows a status and you need to know what it means.
Status names can affect filters, reporting, and daily follow-up. Before changing a status, confirm the real work has changed too.
Leads
Leads are incoming student interest that still need review before the team creates or connects a student profile.
| Status | Meaning | Typical next action |
|---|---|---|
| Pending | New or waiting for review. | Review the Lead and decide whether to assign, convert, connect, reject, or mark reviewed. |
| Ready | Received and ready for a user decision. | Check contact details, source, assignment, and mapped data before taking action. |
| Converted | Already used to create a student profile. | Open the student profile for daily work. |
| Reviewed | Checked, but not converted or rejected. | Follow up later, assign ownership, or convert when the data is ready. |
| Duplicate | Connected to an existing student profile. | Continue work from the existing profile and avoid creating a duplicate. |
| Rejected | Marked as spam, unusable, or not worth action. | Leave rejected unless the Lead should return to review. |
| Failed | Received, but something needs attention before normal handling. | Review the source data and ask an admin to check mapping or integration setup if needed. |
Use Reset to Pending when a reviewed, rejected, or failed Lead needs to return to normal review.
Related guide: Leads.
Applications
Applications move through stages in a pipeline. The stage name tells users what is happening now. The stage type gives Edmissa the reporting meaning behind that stage.
| Stage type | Meaning | Use with care when |
|---|---|---|
| New | The application has just entered the pipeline. | The first stage should still collect enough context for the team to act. |
| In Progress | Work is actively happening. | The application still needs users to collect, review, submit, or confirm work. |
| On Hold | The team is waiting for the student, institution, partner, payment, or result. | Add tasks or notes so the waiting reason stays clear. |
| Completed | The application reached a successful final outcome. | Only use for a true final successful outcome. |
| Withdrawn | The student stopped the process. | Confirm the team should stop active processing. |
| Failed | The application reached an unsuccessful final outcome. | Use when the outcome itself was unsuccessful, such as a refused result. |
| Lost | The student chose another path before the agency completed the process. | Use when the student moved away from the process rather than receiving an unsuccessful outcome. |
Applications can also show flags or fields that are not statuses:
| Label or field | Meaning |
|---|---|
| Stage | The current step in the selected pipeline, such as Document Collection or Visa Application. |
| Priority | A sorting label such as Low, Medium, High, or Urgent. It helps users decide what to review first. |
| Overdue or delayed | A timing signal based on due dates or stage duration. It does not replace the stage type. |
| Approval pending | A workflow condition where the application should wait for an approval result before moving to a dependent stage. |
Related guides:
| Guide | Use it for |
|---|---|
| Applications | Create, update, and move applications through stages. |
| Pipelines | Configure the workflow an application follows. |
| Pipeline stages | Configure stage type, requirements, approvals, timing, access, and movement rules. |
Documents
Document statuses help users decide whether a file can be trusted, needs review, or should be replaced.
| Status | Meaning | Typical next action |
|---|---|---|
| Pending | The file needs review. | Open the file and confirm whether it is acceptable. |
| Uploaded | The upload is complete and ready for review. | Confirm the file has the correct document type and belongs to the right student profile or application. |
| Verified | The file has been accepted. | No action is needed unless it expires or must be replaced. |
| Rejected | The file was not accepted. | Ask for a corrected file or upload the right file. |
| Expired | The file is past its expiry date or no longer current. | Request a renewed file and replace the old one. |
| Archived | The file is kept for history but should not be treated as the current file. | Use only for history or audit context. |
Check Pending and Expired regularly because those statuses are most likely to block application progress.
Related guides:
| Guide | Use it for |
|---|---|
| Documents | Upload, review, and track files in daily work. |
| Document types | Configure file categories, upload rules, expiry tracking, versioning, and approval behavior. |
| Document issues | Troubleshoot missing files, upload issues, and status confusion. |
Tasks
Task statuses describe the follow-up work itself. A task can also be overdue when its due date has passed.
| Status | Meaning | Typical next action |
|---|---|---|
| Pending | The task still needs work. | Start the follow-up, assign it, or update the due date if the timing changed. |
| In Progress | Work has started but is not finished. | Continue the work or add a discussion note with the current context. |
| Completed | The task is done. | Leave it closed unless the follow-up needs to be reopened through your team's process. |
| Cancelled | The follow-up is no longer needed. | Keep the reason clear in the task discussion when helpful. |
Task priorities are Low, Medium, High, and Urgent. Priority helps sort work, but it is not the same as status.
Related guide: Tasks and follow-ups.
Approvals
Approvals appear when a stage, checklist, or document review setup requires a review decision. Exact behavior depends on the workflow configuration.
| State or result | Meaning | Typical next action |
|---|---|---|
| Pending | A review decision is still needed. | Wait for an allowed approver before moving dependent work forward. |
| Approved | The reviewer accepted the request. | Continue according to the configured approval action. |
| Declined | The reviewer did not accept the request. | Follow the configured decline action, such as staying in the current stage, moving to another stage, or archiving when your agency has that rule. |
| Revision requested | The reviewer asked for changes before a final decision. | Complete the requested correction, then return the work for review according to your process. |
Approval actions are configured in stage, checklist, or document settings. Avoid treating approvals as ordinary notes. Use them for meaningful review points.
Related guides:
| Guide | Use it for |
|---|---|
| Pipeline stages | Configure stage approvals, approver roles, verification checklists, and approval actions. |
| Checklists | Trigger approval requests from completed application checklists. |
| Document types | Require document approval before a file is treated as active. |
Users
User status controls whether a person can sign in and work in Edmissa.
| Status | Meaning | Typical next action |
|---|---|---|
| Active | The user can sign in and work, subject to roles, locations, and permissions. | Keep roles and locations current. |
| Inactive | The user cannot sign in, but their historical work remains visible. | Use for team members who no longer need access. |
| Locked | The account is blocked because of a sign-in or security issue. | Resolve the issue, then use unlock when appropriate. |
| Pending invite | The user has not completed invitation setup yet. | Ask the user to open the invite link and set a password before it expires. |
Related guides:
| Guide | Use it for |
|---|---|
| Users | Invite users, activate or deactivate accounts, unlock accounts, reset passwords, and manage sessions. |
| Roles | Create the access profiles assigned to users. |
| Permissions and scope | Understand how account access, roles, scope, and workflow rules work together. |
Student profiles
Student profile statuses help users filter daily work and understand whether a profile should stay in active handling.
| Status | Meaning | Typical next action |
|---|---|---|
| Active | The profile is available for normal daily work. | Continue follow-up, applications, documents, and tasks as needed. |
| Inactive | The profile is not part of normal active work. | Reactivate only when the team should resume work. |
| Pending Approval | The profile is waiting for review before it should be treated as ready. | Wait for the required review or check why approval is still pending. |
| Rejected | The profile was not accepted for normal handling. | Review only if the reason changes or the profile was marked incorrectly. |
| Completed | The student's work has reached a completed state. | Keep for history and reporting unless new work begins. |
| Archived | The profile is kept for history but hidden from normal daily lists. | Restore only when the team needs to resume active work. |
Status, archive, and delete actions can change which lists show the profile. Use them carefully.
Related guide: Student profiles.
Checklists
Checklist progress is not the same as a task or application status, but it can block movement when the checklist template is configured that way.
| Progress value | Meaning | Typical next action |
|---|---|---|
| Pending | One or more checklist items still need work. | Complete the remaining items before moving forward when the checklist blocks progress. |
| Completed | All checklist items are done. | Continue the related task, approval, or stage work. |
| Overridden | A permitted user continued without completing every item and gave a reason. | Review the reason if exceptions happen often. |
Related guide: Checklists.