B2 - Applicant Shortlisting
Follow one application from intake and automated shortlisting through IO review, mentor interview, offer response, and final placement or refill.
Intake Application
Submit profile, screening inputs, and ranked project preferences within an intake.
Auto-shortlisting
Rank eligible applicants, size the adaptive buffer, and identify candidates appearing across projects.
Shortlisting Review
Adjust candidates, select multiple projects, review warnings, and dispatch the chosen shortlists.
Interview Outcomes
Mentors recommend an outcome; the IO records the formal business decision.
Offer Response
Accept, decline, or leave the offer unanswered before the response deadline.
Place or Refill
Close a fully placed project or recalculate vacancies and begin the next sweep.
End-to-end applicant and shortlisting flow
IOs can reach shortlist review from either a programme or a project. Both routes converge on the same candidate assessment, selection, and mentor-dispatch decision.
Programme route
Project route
Ready for mentor review
Shortlist needs another pass
Mentor handoff
Updated from the “Internship Workflow – Flow” FigJam section.
End-to-end applicant and shortlisting flow
Application intake and shortlist generation are completed upstream. The interactive flow begins when the IO selects all three intake filters; matching projects load and the first project opens automatically for review.
Candidate application submitted
Candidate details and ranked project preferences are read-only here. No IO action is available at this stage.
Programme Application Window closed
The window must be closed before the system automatically runs and completes auto-shortlisting for the IO session.
IO notified to review shortlists
When auto-shortlisting is completed, the IO receives an email and a TOA system notification with a link to the Projects page.
Prepare the mentor interview shortlist
In one working session, the IO selects the intake, adjusts candidate selections, chooses one or more projects, and dispatches them to mentors.
Open Projects and select the intake
Choose the working Year, Intern Category, and Internship Window.
Projects page
Set the intake scope before reviewing projects or applicants.
Review the generated project list
The system loads the ranked candidates and suggested shortlist for every matching project.
Generated shortlist structure
Rank suitable candidates, apply the adaptive buffer, preserve cross-project assignment rules, and surface advisory warnings.
Adjust, select, and dispatch
The IO reviews candidates, selects multiple projects, and confirms what will be sent to mentors.
Shortlisting decision
Review each project, adjust candidates, and choose the projects to dispatch.
Recommend, then decide
The mentor records a recommendation. The IO remains the formal decision-maker for the applicant.
Interview recommendation
Complete the assessment and record Accept, Refer, or Reject.
Final business decision
Select a mentor recommendation to see the decisions available to the IO.
Track the applicant response
An interview recommendation does not fill a placement. The applicant must accept the formal offer.
Offer response
Respond before the deadline while the system tracks reminders and outstanding replies.
Fully placed or refill
The project closes only when accepted offers equal all available placements.
Recalculate placement status
Use the latest decision and applicant response to determine the next action.
Decision and state rules
The workflow separates recommendations from formal decisions, and formal decisions from confirmed placements.
| Trigger | Allowed outcome | System effect |
|---|---|---|
| Application window closes | Generate system draft | Rank within the selected intake, apply the adaptive buffer, and identify cross-project candidate availability. |
| Candidate selected for one project | Reserve that assignment | Disable selection for the same candidate in other projects using first-select-first-serve. |
| Project is below the recommended shortlist | Show advisory warning | Keep the project selectable and allow IO to dispatch it after reviewing the warning. |
| IO dispatches selected shortlists | Pending Mentor Interview | Use review and final-confirmation steps, then lock the submitted interview groups during interviews. |
| Mentor recommends Accept | Extend Offer, Return, or Reject | The IO chooses the formal outcome; an offer is not automatic. |
| Mentor recommends Refer or Reject | Return or Reject | Extend Offer remains unavailable because only an Accept recommendation can support an offer. |
| Applicant accepts the offer | Confirm placement | Remove the applicant from the shared pool and count the accepted seat toward Fully Placed. |
| Applicant declines or does not respond | Reopen placement | Preserve already confirmed seats, recalculate vacancies, and start the next shortlist sweep. |
Ranking weights, the default buffer size, mandatory discipline matching, and whether a referred applicant is excluded from the original project still require confirmation.