What Are Draft, Published, Not Accepting Candidates, Internal, and Archived Openings?


Each opening in Trakstar Hire has a status that determines whether it is visible to candidates and what actions can be taken on it. Understanding these statuses helps you manage your hiring process and control when openings are available to applicants.

Trakstar Hire includes five opening statuses:

  • Draft
  • Published
  • Not Accepting Candidates
  • Internal
  • Archived

Change an Opening's Status

To update the status of an opening:

  1. From the left navigation menu, select Openings.
  2. Open the opening you want to update.
  3. In the upper-right corner of the opening details page, locate the current status.
  4. Select the Arrow next to the status.
  5. Choose the new status for the opening.

Opening Statuses Explained

Draft

A Draft opening is still being created and is not yet ready to receive candidates.

When an opening is in Draft status:

  • It is only visible within your Trakstar Hire account.
  • Team members can continue editing the opening.
  • Candidates cannot view or apply to the opening.
  • Candidates cannot be added to the opening.
  • New openings are automatically saved as Drafts during creation.

Best used when: You're still building the job posting or waiting for approval before making it available.

Published

A Published opening is an active job opening that is available to candidates.

When an opening is Published:

  • It appears on your Hosted Careers Site and Jobs Widget.
  • It can be published to supported job boards.
  • Candidates can apply normally.

Best used when: You're actively recruiting and accepting applications.

Not Accepting Candidates

The Not Accepting Candidates status temporarily pauses new applications while allowing your hiring team to continue working with existing candidates.

When an opening is in this status:

  • The opening is no longer visible externally.
  • New candidates cannot apply.
  • A public sharing link cannot be generated.
  • Your team can continue reviewing, interviewing, and taking actions on existing candidates already assigned to the opening.

Best used when:

  • You need time to review your current candidate pool before accepting additional applicants.
  • An offer has been extended and you're waiting for the candidate's decision.
  • You want to temporarily pause hiring without closing the opening completely.

Internal

An Internal opening is available only within your organization.

When an opening is Internal:

  • It remains fully accessible inside your Trakstar Hire account.
  • It does not appear on your public careers site or job boards.
  • It can be shared using a private application link.

Best used when: You want to recruit only a select group of candidates or fill a role without publicly advertising it.

Archived

An Archived opening represents a completed or closed hiring effort.

When an opening is Archived:

  • The opening is no longer visible outside your account.
  • The opening cannot be edited.
  • Existing candidates remain available for reference.
  • Archived openings can be reopened at any time.

While an opening is archived, the following candidate actions are still available:

  • Add comments
  • Send emails
  • Schedule interviews
  • Generate offers
  • Send candidates for review

The following actions are not available:

  • Move candidates between hiring stages
  • Update candidate decisions (such as Hired, Rejected, or Withdrawn)

Best used when: Hiring has been completed, but you want to retain the opening and candidate history for future reference.

Frequently Asked Questions

Can I add candidates to a Draft opening?

No. Candidates cannot be added to Draft openings. Publish the opening before accepting or adding candidates.

Can I pause hiring without closing an opening?

Yes. Change the opening to Not Accepting Candidates to stop receiving new applicants while continuing to work with your existing candidates.

Can Internal openings be shared?

Yes. Internal openings are hidden from public job boards and your careers site, but they can be shared using a private application link.

Can I reopen an Archived opening?

Yes. Archived openings can be reopened whenever you need to resume hiring for that role.

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