Application Status Dictionary for Greenhouse Lever iCIMS Taleo

You refresh your email, check the portal, and see the same two words staring back: In Review. Or maybe it flips to Archived, Inactive, or Completed and you have no clue if you should celebrate, follow up, or move on.

Applicant tracking systems (ATS) like Greenhouse, Lever, iCIMS, and Taleo use similar sounding status labels, but they often mean different things depending on how the company configures their hiring workflow. This guide translates the most common statuses beyond Workday, explains what they usually signal in each system, and gives you exact follow-up steps you can take without sounding pushy.

Along the way, you’ll also get copy-and-paste outreach templates, a decision tree for what to do next, and real-world scenarios (including the confusing one: rejected but still interviewing).

Quick mindset shift: a portal status is a lagging indicator. Your goal is to create a clear, polite nudge that helps a recruiter or hiring manager take the next action.

Takeaway: You’re not looking for a “perfect” interpretation. You’re looking for the smartest next move.

How ATS statuses work and why they get confusing

Most hiring teams use an ATS to move candidates through stages like application review, recruiter screen, hiring manager review, interviews, offer, and close. The status you see is usually a simplified label pulled from one of those stages.

Here’s why the same label can mean different things:

• Companies customize workflows. “In Review” might mean recruiter review at one employer and hiring manager review at another.

• Statuses update in batches. Some systems update after an internal action, like a recruiter bulk moving 50 applicants.

• Internal notes matter more than the label. The real decision can be hidden in comments, interview scorecards, or approvals you can’t see.

• Automation triggers status changes. Some teams automatically archive applicants after a set number of days, even if they still like you.

The five statuses you’ll see most often

This article focuses on the five labels that cause the most anxiety:

• In Review (or Under Review)

• In Process (or In Progress)

• Archived

• Inactive

• Completed

Even before we break down each ATS, it helps to think of statuses in two buckets:

1. Active pipeline statuses: you’re still being considered (usually)

2. Closed or holding statuses: you’re not actively moving forward, or the company is pausing you

A simple decision rule you can use immediately

Use this rule before you email anyone:

• If the status suggests active movement (In Review, In Process), follow up with a short value-based nudge.

• If the status suggests pause or closure (Archived, Inactive, Completed), follow up with a clarifying question and a backup plan (apply elsewhere, request feedback, or ask to be considered for other roles).

What “time in status” usually signals

Time matters more than the label. Here’s a practical read:

• 0-7 days: normal. Recruiters often batch review.

• 8-14 days: reasonable to follow up once.

• 15+ days: likely stalled, paused, or deprioritized. Follow up once, then pivot.

This doesn’t mean you’re out, it means you should act like a pro and manage your time.

What you can control

You can’t control internal approvals. You can control:

• How easy you make it to say “yes” to the next step

• Whether your follow-up includes a specific, relevant detail

• Whether you stay polite, concise, and persistent

Takeaway: ATS labels are often vague by design. Your best advantage is a clean follow-up plan tied to how long you’ve been waiting.

Greenhouse vs Lever status meanings and what to do next

Greenhouse and Lever are popular with startups, tech companies, and fast-moving teams. They often have fewer “bureaucratic” steps than enterprise systems, but that also means statuses can shift quickly or get updated in bulk.

Greenhouse: what the status usually means

Greenhouse: “In Review” usually means

• Your application is in the pool for recruiter review, or it has been routed to the hiring manager.

• No decision has been recorded yet.

What to do (step-by-step):

1. Wait 5-7 business days after applying (unless you have a referral).

2. Send a follow-up email to the recruiter or HR contact if listed.

3. If you don’t have a contact, message the hiring manager on LinkedIn (one message, not a campaign).

4. Include a single proof point tied to the job.

Template (In Review):

Subject: Quick follow-up on [Role] application

Hi [Name], I applied for the [Role] position and wanted to share one quick detail that matches the role: in my last [project/job], I [measurable result].

If the team is still reviewing candidates, I’d love to be considered. Is there anything else I can provide to help with next steps?

Thanks, [Your Name]

Greenhouse: “In Process” usually means

• You are in an active stage: recruiter screen, interview scheduling, interview feedback, or approval routing.

• The team may be coordinating calendars.

What to do (step-by-step):

1. If you’re waiting for scheduling, send availability blocks (3 options).

2. If you already interviewed, ask for a decision timeline and offer to provide references.

3. If you’re stuck, ask whether the team needs anything to move you to the next stage.

Greenhouse: “Archived” usually means

• You were moved out of the active pipeline. This often equals rejection, pause, or not selected.

• Sometimes you’re archived for this role but considered for another.

What to do (step-by-step):

1. Send a short clarification note.

2. If rejected, ask to be considered for adjacent roles.

3. Apply to a second role only if you truly fit it, avoid spam applying.

Template (Archived):

Subject: Clarifying status for [Role]

Hi [Name], I noticed my application for [Role] appears to be no longer active. I’m still interested in the team and wanted to ask if the role has been filled or if I should apply for a different opening that fits my background in [specific area].

Thanks for your time, [Your Name]

Lever: what the status usually means

Lever has a concept of a candidate being “active” or “archived” in the pipeline, and companies can set their own stage names.

Lever: “In Review” usually means

• A recruiter has not yet made a decision, or they have shortlisted candidates and you’re in the “maybe” pile.

Follow-up steps:

1. Follow up once after 7-10 days.

2. Add a portfolio sample, brief work example, or one strong metric.

3. If you have a referral, use it now, referrals often get surfaced faster.

Lever: “In Process” usually means

• You are active and moving through steps like screen, interview, or debrief.

• Sometimes it just means “not archived.”

Follow-up steps:

1. If you interviewed, send a thank-you note with one specific moment from the conversation.

2. If you are waiting, ask for the next milestone (screen, panel, decision meeting).

Lever: “Archived” usually means

• You are not moving forward for this job.

• Occasionally it means they are keeping your profile but closing the loop.

If your status looks bad but a recruiter is still talking to you, read this for a deeper breakdown: Application Status Rejected but Interviewing What It Means.

Real-world scenario: “Archived” but you had a great interview

This happens when:

• The recruiter archives everyone while they wait for headcount approval.

• The team closes the requisition and opens a new one.

• The role changes and they re-post it.

Your move: ask a calm yes-or-no question.

“Should I consider my candidacy closed for this role, or is the team still deciding?”

Takeaway: In Greenhouse and Lever, “In Process” is generally a good sign, and “Archived” usually means no, but not always. A one-time clarification email is worth it.

iCIMS status meanings and follow-up steps for “Inactive”

iCIMS is common in larger organizations (healthcare, retail, finance, government contractors). It’s powerful, but it often includes extra internal steps like compliance checks, approvals, and multiple reviewers. That’s why applicants frequently see statuses that feel final, especially Inactive.

iCIMS: “In Review” usually means

• Your application is in an internal review queue.

• It may be waiting for a recruiter to screen it, or waiting on a hiring manager to review.

• Sometimes it means your application passed an initial filter and is pending human review.

Exact follow-up steps:

1. Check the job posting source (company site, recruiter email, job board). If a recruiter is listed, use that.

2. If no recruiter is listed, call the company’s main line and ask for the talent acquisition department, but only once.

3. Send a short message that includes the requisition ID if available.

Template (iCIMS In Review):

Subject: Follow-up on [Job Title] application (Req [ID])

Hi [Name], I applied for the [Job Title] role (Req [ID]) and wanted to follow up. My background in [1 relevant skill] and [2nd relevant skill] lines up closely with what you’re looking for.

Are you able to share what the next step is, or whether the team is still reviewing applicants?

Thank you, [Your Name]

iCIMS: “In Process” usually means

• You are moving through a step such as recruiter screen, manager interview, background check initiation, or internal approvals.

• It can also be used as a catch-all for “not closed yet.”

Exact follow-up steps:

1. If you completed an assessment or interview, ask what the next decision gate is.

2. If you’re waiting on HR, offer to provide references or documentation.

3. If it’s a regulated role, ask whether there are compliance steps that affect timing.

iCIMS: “Inactive” usually means

• The role is closed, filled, on hold, or you were marked not selected.

• iCIMS uses “Inactive” a lot, and it can feel harsher than it is.

What to do next (the practical playbook):

1. Don’t argue the decision. Ask for clarity.

2. Ask if another opening fits. Large organizations often have multiple similar roles.

3. Request a small piece of feedback. You may not get it, but asking politely can help.

Template (iCIMS Inactive):

Subject: Question about [Job Title] application status

Hi [Name], I noticed my application for [Job Title] is showing as inactive. Does that mean the role has been filled, or is it on hold?

If I’m no longer being considered for this posting, I’d still appreciate being kept in mind for similar roles that match my experience in [specific area].

Thanks again, [Your Name]

Case study: big company, slow status changes

Scenario: Jordan applies to a hospital system through iCIMS. The status sits at “In Review” for two weeks, then flips to “Inactive” without an email.

What likely happened:

• The recruiter screened a batch and moved forward with a short list.

• The hiring manager picked interviewees.

• Everyone else was marked inactive to clean up the requisition.

Jordan’s best next steps:

• Send the “inactive clarification” email.

• Apply for one other relevant role in the same system.

• If Jordan has a strong match, ask a current employee for a referral.

Takeaway: In iCIMS, “Inactive” often equals “not selected,” but it can also mean “role closed” or “paused.” Ask once, then pivot fast.

Taleo “Completed” and the follow-up plan that gets replies

Taleo is widely used in large enterprise environments. The portal can feel rigid, and status labels like Completed can be misleading because they may describe the submission rather than the decision.

Taleo: “Completed” usually means

• Your application submission is complete and received.

• It does not automatically mean the hiring team reviewed it.

People get stuck here because “completed” sounds final, but in Taleo it often means “we got it.”

Exact follow-up steps for Taleo Completed:

1. Wait 7-10 business days after submission.

2. Locate a recruiter contact via the job posting, the company career page, or LinkedIn.

3. Send a short follow-up that includes job title and requisition number.

4. If you have a referral, ask them to forward your resume internally.

Template (Taleo Completed):

Subject: [Job Title] application submitted (Req [ID])

Hi [Name], I submitted my application for [Job Title] (Req [ID]) and wanted to follow up. I’m especially interested because of [specific responsibility from posting], and I’ve done similar work in [quick proof].

If the team is reviewing candidates, I’d appreciate any guidance on next steps.

Thank you, [Your Name]

Taleo: “In Review” and “In Process” usually mean

Because Taleo is configured differently across organizations, these labels can vary, but common interpretations are:

• In Review: recruiter review queue, hiring manager review pending, or minimum qualifications check.

• In Process: you’re in an active stage such as interview scheduling, interview feedback, offer approvals, or pre-employment steps.

What to do next:

• If In Review for more than two weeks, follow up once and then move on.

• If In Process and you’ve interviewed, ask for the debrief timeline.

Taleo: “Inactive” usually means

• Not selected, role closed, or your profile is no longer in the active group.

Follow-up steps:

1. Ask whether the role is filled or paused.

2. If not selected, ask to be considered for similar requisitions.

3. Update your resume and apply again only if you have a stronger match.

The outreach sequence that doesn’t annoy recruiters

If you want a clean system, use a two-message cap for each job:

1. Follow-up #1 after 7-10 business days

2. Follow-up #2 after another 7 days (only if the role is still open)

After that, stop chasing and redirect your energy.

Here’s a simple second follow-up that works because it’s respectful and clear:

Subject: Checking in on [Role]

Hi [Name], I wanted to check in one last time on the [Role] position. If the team has already moved forward, no worries. If it’s still in progress, I’m happy to share references or additional work samples.

Thanks, [Your Name]

When the status moves “backwards”

Sometimes you’ll see a status that looks like a step back, for example moving from “In Process” to “In Review.” That can happen when a requisition is reopened, a candidate slate is rebuilt, or an internal approval resets the workflow. If you want a deeper explanation of that specific pattern in Workday, this is the closest parallel: Workday Application Status Changed Backwards What It Means.

A quick status dictionary you can screenshot

Takeaway: Taleo “Completed” is often just confirmation. Your best move is a focused follow-up with requisition details and one proof point.

Your final checklist: what to do when you’re stuck

Use this the next time a portal status makes your stomach drop:

• Confirm how long it’s been in the current status

• Identify the most likely meaning (active vs closed)

• Send one short follow-up with a specific match to the role

• Set a reminder for one final follow-up (optional)

• Pivot to additional applications so your progress doesn’t depend on one company

If you’re serious about building a future with more options, not just more applications, ASVAB Advantage can help you strengthen the skills that open doors to military career paths and training programs. Start with a plan, practice with purpose, and track your improvement.

Call to action: Keep your momentum going. Don’t let a vague status label slow you down, build a pipeline for your goals and take the next step with focused practice.