Understand what each requisition status means, where to see it, and what changes it automatically versus manually.

The status lifecycle

• If your account has requisition approvals turned on

  Draft → Pending approval → Approved → Open → Filled / Closed → Archived

• If approvals are turned off:

  Draft → Ready to open → Open → Filled / Closed → Archived

• See "What is a requisition?" for what each of these stages represents conceptually.

What changes status automatically

• Submitting a Draft requisition moves it to Pending approval (if approvals are on) or Ready to open (if they're off).

• Once fully approved, a requisition auto-opens.

• A requisition moves to Filled automatically when its associated offer is accepted, or when a candidate is moved to the Hired stage with a fully accepted offer tied to that requisition.

• If a hired candidate is later rejected or reactivated, the requisition reverts from Filled back to Open automatically, so it's available for re-sourcing.

What you change manually

• Close — available from Open, Approved, Ready to Open, and Pending Approval states. Marks the requisition as no longer being actively worked, without hiring against it.

• Reopen — available for requisitions in Draft, Open, or Closed-from-an-active-state. A requisition that was Closed after being Filled cannot be reopened — see Good to know.

• Archive — available from Filled or Closed. Removes the requisition from active views without deleting it.

Requisition groups

• If a requisition belongs to a group (created via bulk headcount), closing one member of the group detaches it from the group rather than affecting the other members' status.

• The Reopen list on a group only shows members currently in Draft or Open — Filled or Closed members won't appear as reopen candidates.

Tracking status over time

The Requisitions analytics report tracks requisitions opened, filled, and closed, average time to fill, and trends by department, requisition type, job, recruiter, and hiring manager — useful for tracking status changes in aggregate rather than checking requisitions one at a time.

Good to know

• A requisition that's Filled cannot be edited. This is by design — once headcount is filled, the requisition's fields are locked.

• Once a requisition is Closed from a Filled state, it can't be reopened. This is deliberate, current product behavior, not a bug — if you closed a filled requisition in error, contact support.

• The requisition's linked job doesn't automatically close when the requisition is marked Filled. You'll need to close the job manually — otherwise it can keep showing as Open even though its requisition shows Filled. This is a known, currently open gap; there's no automatic sync between requisition status and job status today.

• A candidate can be moved to Hired while their offer is still in Draft, Pending approval, or Sent — not yet Accepted. In this specific case, the requisition currently does not automatically update to Filled, which can make it look like the role is still open even after someone's been hired. This is a known, currently open gap. If you notice a requisition that should be Filled but isn't, check the associated offer's status first.

• Requisition status transitions are validated server-side — for example, you can't associate a requisition with an offer or hire unless it's in Approved, Open, or Created status, and reopening fails cleanly with an error rather than silently if the transition isn't valid. If you hit an error trying to change a requisition's status, it usually means the requisition isn't in a state that allows that action yet.

FAQ

• What do the different requisition statuses mean? See "What is a requisition?" for a full explanation of each stage. In short: Draft is unsubmitted, Pending approval/Approved cover the approval flow, Open means actively being worked, Filled means headcount is met, Closed means work stopped without filling, and Archived removes it from active views.

• Where can I see a requisition's current status? On the Requisitions list (List or Grid view) and on the requisition's own record page. You can also filter the list by status.

• Can I reopen a requisition I closed? It depends on how it got to Closed. If it was closed from Draft, Open, Approved, Ready to Open, or Pending Approval, you can generally reopen it. If it was closed after being Filled, it can't be reopened — this is intentional.

• Why is my linked job still showing as Open even though the requisition is Filled? Job status and requisition status aren't automatically synced — filling a requisition doesn't close its linked job. Close the job manually once the requisition is filled.

• I moved a candidate to Hired, but the requisition still shows Open — what happened? Check the associated offer's status. The requisition only auto-updates to Filled once the offer is Accepted — if the offer is still in Draft, Pending approval, or Sent when the candidate is marked Hired, the requisition won't sync automatically. This is a known gap.

• Can I see requisition status trends over time, not just the current status? Yes — the Requisitions analytics report tracks opened, filled, and closed counts along with average time to fill, broken down by department, requisition type, job, recruiter, and hiring manager.

Need help?

If a requisition's status doesn't reflect what you expect, or a status change isn't going through, contact Kula support.