An applicant's position on the shortlist begins with a Status of ‘Placed’. The workflow diagram shows the states a shortlist application can move through.

Item	Details
Shortlist dropdown	List of shortlists related to the void/property
	Refreshes the list to include any updates that have occurred and discards any unsaved changes made
	Allows extra data columns to be added into the shortlist
	Displays the rules used to determine the shortlist order
	Opens the selected case in a new browser tab

Each bid on the shortlist can be expanded to provide more information on the applicant and other useful information related to the shortlist process.

Bid detail

The options available for processing an applicant is dependent on their current status and the system privileges associated with your role.

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Item	Details
	Offer the property to the applicant
	Suggest the applicant for approval by a senior member of staff and sets the applicant's bid to Offer suggested
	Nominate the applicant to be put forward to the landlord
	Skip the applicant and set their Status to Skipped. A Skipping reason is required to be entered
	Allows the Skipping reason to be amended
	Resets the bid State back to Placed. If other applicants have been skipped further down the shortlist then these are also reset back to Placed
	Approve the offer and set the applicant's bid State to Offered
	Reject the suggested offer and set the applicant's bid State to Skipped. A Skipping reason is required to be entered
	Accept the offer and the set the applicant's bid State to Offer accepted
	Reject the offer and set the applicant's bid State to Offer rejected. A rejection reason is required to be entered
	Undo the offer and set the applicant's bid State back to Placed
	Allows the rejection reason and date to be updated. This option is not available if the shortlist is read only; i.e. a later void or shortlist period has been created.
	Allows a previously rejected offer to be reopened.  The bid is returned to a Placed/Nominated state.
	Allows a previously accepted offer to be rejected. A rejection reason is required to be selected. The applicant's Case, Housing Register & Bedroom assessment are re-opened.  All address entries created for each Person on the case are removed. The Advert period is reset to Approved/Generated and the Void is set back to Pending, and the Void end date cleared. Any bids on the shortlist that were marked as Unsuccessful are reset to Placed/Nominated.

Summary

Displays the applicant's data that has been used to determine their position on the shortlist. This information is stored at the point that the shortlist is closed to ensure subsequent changes to their application do not affect their queue position. 

The applicant's current Band, bed need and occupancy is displayed at the bottom of the summary page so users can see if anything has changed since the bid was placed.

Details

Displays any alerts associated with the people on the case or the case itself. A breakdown of the each of the individuals on the case is also shown along with their contact details.

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Other shortlists

Shows all other shortlists the applicant is currently on along with their queue position and the status of their application on that shortlist. Only currently open shortlists are displayed in this list.

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Offers

The number of offers that have been refused with an unreasonable reason in the last 3, 6 and 12 months are displayed at the bottom of the page.

Shortlist history

Displays the history of the application on the shortlist. When an application status is changed the event is recorded along with the details of who and when the change was made.

The Note field allows information to be captured about the bid whilst the shortlist is being processed.

Nominations

Once at least one applicant has been nominated the  button is displayed.

Any number of additional applicants can be nominated. Once the required number has been reached the  button can be clicked.

The Void must be saved after clicking the  button

Any users that only have the permission Shortlisting - view shortlist will only be able to view those nominated applicants.

Once nominations have been finalised on a shortlist and the void saved, the banner changes to show this information.

Additional applicants can be nominated, or existing nominations be removed by clicking .

To help manage the Nominations process there are a number flags that are set on the Void and Shortlist periods records that identify what stage the shortlist is in. These flags can be used to build lists that can be added to dashboards to keep track of the process.

The table below highlights the steps in the process and the flag statuses:

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Process	Nominations needed	Nominations finalised	Shortlist ready	Nominations exhausted
Advertising completed or shortlist generated	True	-	False	-
Nominations made, but not finalised	True	False	False	False
Nominations made and finalised	False	True	True	False
All nominations have been processed without a successful offer	True	True	False	True
Nominations reopened, additional nominations made, but not finalised	True	False	False	False
Nominations reopened, additional nominations made and finalised	False	True	True	False

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Accepting offer

When an applicant accepts an offer the details of the offer need to be completed on the system. If the offer is not confirmed then the applicant's Housing Register is not closed down and they will continue to be able to bid on properties.

When the offer has been confirmed and the Void saved, the Void end date is automatically updated with a date that is the day before the tenancy start date.

Once a tenancy has been confirmed the details of it can be updated at a later date if they change.