The Candidate Pool table shows the top-ranked households in a lottery and how each one progresses through eligibility checks. Only the top 30 ranked candidates are displayed (2 pages of 15). The list order is fixed and cannot be sorted or filtered.
The table is designed to read from left to right, reflecting the evaluation flow:
Application → Property Criteria → Lottery Entry Criteria → Offer
Each step must be satisfied before the next one is evaluated.
1. Rank, Best, Status, Name
- Rank shows the candidate’s position in the lottery for this entry.
- Best shows the applicant’s highest rank across all their entries (e.g. if they are ranked 3rd in one entry and 10th in another, Best = 3).
- Status shows whether the household is a Prospect (no application started) or an Applicant (an application exists, whether recent or older).
- Name is the Participant’s name, links to the Property Lottery Campaign Member.
2. Application Status
This column shows whether the household’s application is complete and approved.
Complete
Waiting for review for 5 days | Application and doc received, staff to review | Review application | Opens applications for staff to review full application |
Document review
Received 48 days ago | Application and documents received, review in progress | Review documents | Opens applications for staff to review documents |
Status | Description | Action | What happens |
Blank (Prospect) | No application has been started | Request application | Invite to apply is sent → status becomes Invited |
Invited
Due MM/DD/YYYY | Household has been invited but not started | No action. Households receive automatic reminders to start their application | Wait for application |
Incomplete
Due MM/DD/YYYY | Application started or update requested, not submitted | No action. Households receive automatic reminders to complete their application | Wait for submission or update |
Document corrections
Due xx/xx/xx | Documents received but corrections are needed | No action. Households receive automatic reminders to correct their corrections | Wait for correction |
Approved
on xx/xx/xx | Application reviewed and eligible | Request update | Invite to update information is sent, status is set back to invited/incomplete/ corrections, new due date is set |
Declined
on xx/xx/xx | Application not eligible | No action | Entry & Property Criteria are not evaluated (shown as NA and greyed out) |
Due date passed | No application was submitted. Due date has passed | No action | Entry & Property Criteria are not evaluated (shown as NA and greyed out) |
Opted out
on xx/xx/xx | Household is no longer interested | No action | Entry & Property Criteria are not evaluated (shown as NA and greyed out) |
Important behavior
- If an application is declined or the due date is missed, Entry Criteria and Property Criteria are not evaluated and display as NA (grey).
- Only Approved applications move on to Entry Criteria checks.
- Staff can still review Entry Criteria for approved applications even if they are out of date.
3. Entry Criteria column
Entry Criteria determine whether a household qualifies for the program or any lottery preferences. They must be reviewed manually. Clicking on the criteria opens the application, where the reviewer can assess and set them. Once set, the process continues as follows.
[Screenshot to show setting]
The statuses below are derived from system behavior and visual indicators (icons, colors, text), rather than shown as explicit labels in the UI.
Not met | One or more Entry Criteria are not satisfied | Invalid entry email | Red dot shown with entry criteria description and button to send an Invalid Entry notification (optional) |
N/A | The application was declined, household had opted out, due date was missed or the Property Criteria were not met, no need to go further | No action | Column shows N/A and is greyed out |
Status | Description | Action | What happens |
Not available | Application not yet received | No action | Clock icon shown |
Not reviewed | Application approved but Entry Criteria not yet reviewed | Review entry criteria | Opens application to assess and set criteria |
Met | Entry Criteria is satisfied | No action | Green dot shown with entry criteria description |
4. Property Criteria
The household must meet the specific Property Criteria (for example, income limits or occupancy rules).
Status | Description | Action | What happens |
Not available | Application not yet received | No action | Clock icon shown |
Met | All Property Criteria are satisfied | No action | Green dot shown |
Not met | One or more Property Criteria are not satisfied | Send invalid property email | Red dot shown with unmet property criteria listed and button to send Property Eligibility Email (optional) |
N/A | The application was declined, household had opted out, due date was missed, no need to go further | No action | Column shows N/A |
5. Offer
The Offer column allows reviewers to manually record the outcome of an offer. Options include:
- Offer: the property is being offered to the household
- Accepted: the household has accepted the offer
- Declined: the household has declined the offer
NOTE: This field is for tracking purposes only and does not trigger any automated actions or send any emails.
Final note
The goal of the lottery is to review the smallest number of applications needed to successfully allocate the property. Avoid inviting or progressing more households than necessary. The Candidate Pool table is designed to support quick decision-making. For each household, the next best action is indicated based on their current status—reviewers should follow these prompts without overthinking, moving step by step from left to right.
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