Substatuses

A host's platform record has a status (Pending Interview, In Review, Hosts and so on). A substatus is your own label under that status, for the detail your team tracks, such as "Waiting for documents" under In Review. The status itself works exactly as before.

There are no built-in substatuses. You create the ones you need.

Creating them #

Open Settings → Substatuses and choose New substatus. Each one has:

• a platform and one status it sits under;
• a name, unique among the substatuses under the same platform, status and sub-agency (capitals don't count);
• a color, picked from a fixed list so it reads in light and dark mode;
• an order: lower numbers come first in the dropdown;
• optionally one sub-agency. Empty means the whole agency.

Renaming a substatus changes it everywhere it is used.

Which substatuses a record offers #

A platform record in a sub-agency offers that sub-agency's substatuses for its platform and status. A record in no sub-agency offers the whole agency's. The two lists are never combined, and neither falls back to the other.

Admins who work in sub-agencies see and manage only their own sub-agencies' substatuses.

Setting one #

On a platform record, the Substatus dropdown sits under Status and offers only the substatuses that match the record. Changing the status clears the substatus, so the record never keeps one that belongs to another status. The same happens when the status is changed some other way, for example by an inactivity rule or an accepted application, and when a record moves to a sub-agency whose list doesn't include its substatus.

Importing them #

The Import TikTok contacts and Import Bigo Live contacts buttons on the contacts list have a Substatus column next to Status.

• Write the substatus's name. Capitals and spaces at either end don't count.
• The name has to be one the record's Substatus dropdown would offer: its platform, the status the row leaves it with, and its sub-agency's list, or the whole agency's if it is in none. A new host imported by someone who works in sub-agencies is filed in one of theirs, and gets that sub-agency's list.
• A name that isn't in that list fails its row, and the message names the substatus, platform and status. Importing never creates substatuses: add any you need under Settings → Substatuses first.
• An empty cell, or -, clears the substatus. A new host with either gets none.
• If you don't map the Substatus column, a host keeps their substatus unless the row changes their status.
• As on the form, a row that changes the status clears a substatus that belongs to the old one. To set a new one, name it in the same row.

Filtering #

Wherever you can filter by status, you can filter by substatus too: the contacts list, the platform records list, and the Pending Interview, In Review and Hosts lists. With a sub-agency chosen in the filter, the substatus choices are that sub-agency's; otherwise they are the whole agency's. The counts in the sidebar are by status only.

The platform records list and the stage lists can also be filtered by Test results: those that contain some text, or those that are empty.

Changing one that is in use #

Once platform records use a substatus, its platform, status and sub-agency can't be changed, because the records using it would end up with a substatus that belongs somewhere else. The name, color and order can still be edited. To move one, clear it on the records first. Records of deleted hosts, and records deleted on their own, count too: restore them to change it. The same holds while an application form gives it as its Substatus on accept: choose another on the form first. Deleted forms count too.

Changing many at once #

Select hosts on the Contacts list, or rows on the platform records list or the Pending Interview, In Review and Hosts lists, and choose Change status.

• On the Contacts list you first choose the platform; the change is made to each selected host's record on that platform. A host with no record there that you can change is left out, and the message says how many.
• On the platform records and stage lists the selected rows are the records, so there is no platform step.
• Choose a new status, a substatus, or both. Leaving the status empty keeps it. A substatus belongs to one status, so changing the status clears a substatus that doesn't belong to the new one, unless you choose one. Clear the substatus empties it.
• The substatus choices are offered only when the selected records share one list: the same platform and sub-agency, and the same status (the new status, once you choose one). If they don't, only the status can be changed, and a substatus that no longer fits a record is cleared.
• You can change only records you can open. The whole selection is one entry in the history.

Copying a list to another platform #

On the Substatuses page, Copy from another platform copies one list (the whole agency's, or one sub-agency's) from one platform to another, with each substatus's status, color and order. A name is skipped only when that list on the other platform already has it under the same status (capitals don't count), and the message says how many were copied and skipped. Which records carry which substatus is not copied.

Deleting #

A substatus that platform records use can't be deleted. The message says how many records use it; change or clear it on those records first (records of deleted hosts and records deleted on their own count; restore them to change it). An application form that gives it as its Substatus on accept counts too: the message names the form if you can open it, and another substatus has to be chosen on the form first (deleted forms count; restore them to change it).

Who sees them #

Substatuses are for your staff. They don't appear in the host portal or the host app, and they are not part of the API.

Managing them follows the Agency settings permissions of your roles.