Status SOP: Global Status Management (BAINTL)
Purpose
This document defines the universal Global Status taxonomy for BAINTL. These statuses apply to both Candidates AND Hiring Managers (Contacts) and drive all n8n automation triggers.
Last Updated: 2026-02-09 (Post Aaron conversation - statuses cleaned up)
🚦 Current Status Taxonomy
These are the actual statuses in Loxo as of the latest cleanup with Aaron.
Status Categories
| Category | Purpose |
|---|---|
| 🔵 Sourcing | Initial pool - data validation & qualification |
| 🟡 Engagement | Active outreach and conversation |
| 🟢 Evaluation | Active recruiting process |
| 🔴 Closing/Post | Relationship outcomes & hygiene |
📋 Complete Status Reference
| Global Status | Category | Type | Usage |
|---|---|---|---|
| New Lead | 🔵 Sourcing | Manual | Initial entry point for new contacts |
| Enrich | 🔵 Sourcing | System | Missing data - triggers AI enrichment |
| Prospect | 🔵 Sourcing | Manual | Pre-qualified, ready for outreach |
| Outreach (auto) | 🟡 Engagement | System | Active in Instantly/Loxo sequence |
| Contacted | 🟡 Engagement | Manual | Human outreach made |
| Responded (auto) | 🟡 Engagement | System | Reply detected - HUMAN TAKEOVER |
| Nurture (auto) | 🟡 Engagement | System | Long-term automated follow-up |
| No Activity | 🟡 Engagement | System | Stalled - triggers reactivation |
| Active | 🟢 Evaluation | Manual | Live deal/search in progress |
| Active Client | 🟢 Evaluation | Manual | Client with open job order |
| Shortlist | 🟢 Evaluation | Manual | Priority candidate/client |
| Scheduling | 🟢 Evaluation | Manual | Interview scheduling phase |
| Interviewing | 🟢 Evaluation | Manual | Active interview process |
| Client Submissions | 🟢 Evaluation | Manual | Candidate submitted to client |
| Offer And Negotiation | 🟢 Evaluation | Manual | Offer stage |
| Placed | 🔴 Closing | Manual | Candidate placed (revenue) |
| Rejected | 🔴 Closing | Manual | Candidate not moving forward |
| Previous Client | 🔴 Closing | Manual | Legacy client relationship |
| Inactive | 🔴 Closing | Manual | Dormant contact |
| Not Interested | 🔴 Closing | Manual | Explicit no |
| DNC | 🔴 Closing | Manual | Hard opt-out |
| Delete Record | 🔴 Closing | Manual | Marked for removal |
🔄 Workflow Maps
Workflow 1: New Contact → Outreach
graph TD A["📥 New Lead<br/>Initial entry point"] -->|"Manual entry or import"| B{"🤔 Has complete data?<br/>Check for email, name, company"} B -->|"Yes - Data complete"| C["⭐ Prospect<br/>Pre-qualified & ready"] B -->|"No - Missing data"| D["🔧 Enrich<br/>Trigger AI data enrichment"] D -->|"AI enrichment complete"| C C -->|"Aaron/Dan approves for outreach"| E["📤 Outreach (auto)<br/>Active in Instantly campaign"] E -->|"Campaign emails sending"| F{"📨 Response?<br/>Monitor for replies"} F -->|"Yes - Reply received"| G["⚡ Responded (auto)<br/>HUMAN TAKEOVER REQUIRED"] F -->|"No response after sequence"| H["🌱 Nurture (auto)<br/>Long-term monthly follow-up"] F -->|"Bounce or DNC request"| I["🚫 DNC<br/>Hard opt-out - never contact"] G -->|"Human reviews & qualifies"| J["🎯 Active<br/>Live deal in progress"] H -->|"Wait 30 days"| K{"🔄 Re-engage?<br/>Time for another attempt?"} K -->|"Yes - Try again"| E K -->|"No - Stay in nurture"| H
Automation Triggers:
Enrich→ Trigger n8n AI enrichment workflowOutreach (auto)→ Add to Instantly campaign via n8nResponded (auto)→ Alert Aaron/Dan, pause campaignNurture (auto)→ Add to monthly newsletter sequence
Workflow 2: Active Recruitment Process
graph TD A["🎯 Active<br/>Live deal/search in progress"] -->|"Job order opens"| B["📅 Scheduling<br/>Booking interviews"] B -->|"Interview confirmed"| C["🎤 Interviewing<br/>Active interview process"] C -->|"Client loves candidate"| D["📋 Client Submissions<br/>Presented to client"] D -->|"Client wants to hire"| E["💼 Offer And Negotiation<br/>Offer stage"] E -->|"✅ Offer accepted"| F["🎉 Placed<br/>Revenue generated!"] E -->|"❌ Offer declined"| G["🚫 Not Interested<br/>Candidate passed"] C -->|"Not a fit"| H["❌ Rejected<br/>Wrong for this role"] F -->|"Future opportunities"| I["👥 Previous Client<br/>Maintain relationship"] H -->|"Good fit later"| J["🌱 Nurture (auto)<br/>Stay in touch"]
Key Rule: Once in Active or higher (Scheduling → Placed), NEVER move backward to Outreach or Nurture. These are human-controlled relationship statuses.
Workflow 3: Data Hygiene & Cleanup
graph TD A["😴 No Activity<br/>90+ days no engagement"] -->|"Review stalled contact"| B{"🤔 Decision Point<br/>What to do with this contact?"} B -->|"Keep - Still valuable"| C["🌱 Nurture (auto)<br/>Monthly newsletter"] B -->|"Bad/invalid data"| D["🗑️ Delete Record<br/>Mark for removal"] B -->|"Unreachable"| E["😶 Inactive<br/>Dormant but keep"] F["📞 Contacted<br/>Human outreach made"] -->|"No response 60 days"| A G["🚫 Not Interested<br/>Explicit no"] -->|"3+ months passed"| H{"🔄 Check in?<br/>Time to re-engage?"} H -->|"Yes - Try again"| I["🌱 Nurture (auto)<br/>Add to newsletter"] H -->|"No - Leave alone"| E
🎯 The “Big 3” Entry Points
Based on Aaron conversation (2026-02-09): Only these 3 statuses for manual entry
| Status | When to Use | What Happens |
|---|---|---|
| Outreach | ”I don’t know them, but I want to” | Enrichment → Campaign |
| Nurture | ”I know them, but not right now” | Monthly newsletter |
| Active | ”We’re working together right now” | Quarterly check-in |
⚠️ Critical Rules
1. Status Hierarchy (No Backsliding)
New Lead → Enrich → Prospect → Outreach → Responded → Active → Scheduling → Placed
↓ ↓ ↓ ↓ ↓ ↓ ↓ ↓
Can Can Can Can Can STOP STOP STOP
move move move move move HERE HERE HERE
to any to any to any to any to any
forward forward forward forward forward
NEVER move backward from:
Activeor higher toOutreach/Nurture/EnrichRespondedback toOutreach(human takes over)Placedto anything exceptPrevious Client
2. Auto vs Manual
- System statuses (auto): Enrich, Outreach (auto), Responded (auto), Nurture (auto), No Activity
- Humans: DO NOT manually set these
- System: n8n sets these based on triggers
- Manual statuses: Everything else
- Humans: Aaron/Dan set these based on relationship
- System: Only reads these for decision-making
3. The “Responded” Rule
Status Responded (auto) = STOP EVERYTHING
- Campaign automatically pauses
- Aaron/Dan get notified
- Human must review and manually move to next status
- Never auto-resume campaigns on responded contacts
4. Client Employee Protection
Before ANY campaign send:
- Export campaign list
- Aaron reviews for active client employees
- Remove: Rich Reid (PEXCO), Joseph (Commerlin), Jeff King (King Plastic)
- Any contact at active client companies
🔄 Status Update Automations
| Trigger | Action | Status Change |
|---|---|---|
| Contact added to Loxo | If missing data | → Enrich |
| Enrichment complete | 70%+ confidence | → Prospect |
| Aaron moves to “Outreach” | Add to Instantly | → Outreach (auto) |
| Email reply detected | Pause campaign | → Responded (auto) |
| No reply after sequence | Move to long-term | → Nurture (auto) |
| Bounce/invalid email | Do not contact | → DNC |
| 90 days no activity | Trigger reactivation | → No Activity |
| Unsubscribe requested | Hard stop | → DNC |
| Candidate placed | Celebrate | → Placed |
📊 Campaign Segmentation
Who Gets What Campaign?
| Campaign Type | Target Status | Frequency |
|---|---|---|
| Cold Outreach | Prospect, Outreach (auto) | 3-step sequence |
| MPC Campaigns | Active Client | Weekly |
| Nurture | Nurture (auto) | Monthly newsletter |
| Reactivation | No Activity | Quarterly |
| Check-ins | Active, Previous Client | Quarterly |
Excluded from campaigns:
- Active Client (hiring managers at client companies)
- Responded (auto) - until human review
- Placed, Rejected
- Not Interested, DNC, Delete Record
🎓 Quick Reference: Status Decision Tree
Is this a new contact?
├── YES → New Lead (or Enrich if data missing)
└── NO → Do you want to reach out?
├── YES → Outreach
├── MAYBE LATER → Nurture
└── NO → Do you know them?
├── YES, CLIENT → Active Client
├── YES, WORKING → Active
└── NO → Delete Record or Not Interested