# A glossary of recruitment and worker record terms Plain definitions for recruitment stages, worker evidence and compliance follow-up, with a note on what an agency can record and where to learn more. By Worker Vault · Published 12 October 2026 · 6 min read URL: https://workervault.com/blog/recruitment-worker-record-compliance-glossary **Key points** - Recruitment stages describe progress through a placement, while documents hold the evidence for each step. - Worker records connect identity, employment, documents and compliance facts over time. - An agency can record status, evidence, dates and next actions while checking official sources for current rules. Recruitment teams use the same words for different pieces of work. This glossary gives each term a plain meaning, a practical recordkeeping prompt and a place to read more. Country rules and portal steps belong to the relevant authority. The product terms below follow WorkerVault's documented labels. ## Intake and placement ### Application An application connects a candidate to a specific employer demand. **What to record:** candidate, demand line, date received and current decision. See the [recruitment stages guide](https://workervault.com/blog/foreign-worker-recruitment-stages-demand-to-deployment). ### Candidate A person being considered for a placement. **What to record:** identity details needed for the case, linked application and documents received. See [how to clean a worker spreadsheet before import](https://workervault.com/blog/clean-worker-spreadsheet-before-import). ### Clearance A check or permission step that a route requires before or after travel. **What to record:** authority, requirement, evidence, status date and next action. See the [post-arrival clearance checklist](https://workervault.com/blog/post-arrival-clearance-checklist-agencies). ### Demand An employer client's request for workers, roles or a hiring batch. **What to record:** client, reference, headcount, role and requested date. See the [placement stages guide](https://workervault.com/blog/foreign-worker-recruitment-stages-demand-to-deployment). ### Demand line A part of a demand that can be tracked separately, such as a role or batch. **What to record:** quantity, role, progress and remaining shortfall. See [placements across several sites](https://workervault.com/blog/construction-placements-multiple-sites-records). ### Deployment The transition from a completed placement to a worker and employment record. **What to record:** date, employer client, destination site and documents carried forward. See the [deployment handover guide](https://workervault.com/blog/worker-record-handover-at-deployment). ### Placement A recruitment case connecting an employer demand with a selected candidate and a series of steps. **What to record:** owner, stage, dates, warnings and linked records. See the [recruitment solution](https://workervault.com/solutions/recruitment). ### Quota allocation A recorded allocation associated with hiring capacity where one applies to the process. **What to record:** source, reference, amount, date checked and demands using it. See the [recruitment solution](https://workervault.com/solutions/recruitment). ### Stage A named point in an agency's placement process. In WorkerVault, stages can be configured and their progress, dates and warnings are shown on placements. **What to record:** stage, completion date, owner and evidence. See the [weekly placement review](https://workervault.com/blog/weekly-placement-pipeline-review). ## Worker identity and employment ### Employment record A record of a worker's employment with an employer client. **What to record:** employer, role, start and end dates, site and relevant employment documents. See the [worker records solution](https://workervault.com/solutions/worker-records). ### Employer Client The employer organization an agency serves. **What to record:** the client linked to each demand, placement and employment record. See [employer client reporting](https://workervault.com/blog/employer-client-report-foreign-worker-agency). ### Passport custody A factual record of who holds a worker's passport and when custody changes. It is a record, not a legal finding. **What to record:** holder, handover date, return date and acknowledgement. See the [passport custody guide](https://workervault.com/blog/passport-custody-record-foreign-workers). ### Worker record The continuing record that connects a worker's identity, documents, employment and compliance facts. **What to record:** verified facts, evidence versions, dates and history. See [keeping worker records in order](https://workervault.com/blog/keep-worker-records-and-document-expiry-in-order). ## Documents and evidence ### Document awaiting review The WorkerVault Work Queue reason shown for an uploaded document that needs a person's review. **What to record:** document type, worker, upload date, reviewer and outcome. See the [worker records solution](https://workervault.com/solutions/worker-records). ### Evidence A document or other source that supports a recorded fact. **What to record:** file, source, version, review status and related fact. See [keeping worker records and document expiry in order](https://workervault.com/blog/keep-worker-records-and-document-expiry-in-order). ### Medical Examination The product's worker record category for medical examination facts and evidence. **What to record:** examination date, source document, recorded result and any date shown on the evidence. See [post-arrival clearances](https://workervault.com/blog/post-arrival-clearance-checklist-agencies). ### Version history The sequence of document versions retained as records change. **What to record:** each version, upload date, reviewer and the reason it replaced an earlier version. See [keeping the old and new worker documents](https://workervault.com/blog/keep-worker-records-and-document-expiry-in-order). ### Work Permit The product's document category for work permit records. A permit's requirements and status come from its issuing authority. **What to record:** reference, issuing authority, dates, current copy and status check. See the [Thailand guide](https://workervault.com/blog/thailand-worker-deployment-records). ## Compliance and follow-up ### Compliance category A group of configured requirements used to organize compliance assessment. **What to record:** category, applicable worker facts, evidence and review date. See the [compliance solution](https://workervault.com/solutions/compliance). ### Compliant The WorkerVault result when every applicable configured requirement is satisfied by recorded evidence. It is a product assessment, not a government decision. **What to record:** assessment date and the underlying evidence. See [how assessments work](https://workervault.com/solutions/compliance). ### Expiry warning The WorkerVault Work Queue reason that flags an approaching document expiry. The warning is separate from a compliance result. **What to record:** document, expiry date, lead time, owner and planned action. See the [permit expiry routine](https://workervault.com/blog/foreign-worker-permit-expiry-tracking-routine). ### Incomplete The WorkerVault result when information needed to decide an assessment is missing. **What to record:** missing fact or evidence and the person responsible for adding it. See the [compliance solution](https://workervault.com/solutions/compliance). ### Non-compliant The WorkerVault result when at least one applicable configured requirement is known to be unsatisfied. **What to record:** unsatisfied requirement, supporting record and follow-up action. See the [compliance solution](https://workervault.com/solutions/compliance). ### Passport The WorkerVault identity and travel document category for passport facts and evidence. **What to record:** document reference, issue and expiry dates, current copy and review date. See the [passport custody guide](https://workervault.com/blog/passport-custody-record-foreign-workers). ### Upcoming action A WorkerVault Work Queue reason for an action that is due soon. **What to record:** action, due date, owner and completion evidence. See the [weekly placement review](https://workervault.com/blog/weekly-placement-pipeline-review). ### Work Queue WorkerVault's list of compliance follow-up, expiry warnings, upcoming actions and evidence review. **What to record:** the reason, assigned owner, next step and outcome. See the [compliance solution](https://workervault.com/solutions/compliance). ## Authorities and handover ### Official portal A government service website used to submit or check a government process. **What to record:** authority, service name, reference number, check date and returned status. See the [Saudi Arabia guide](https://workervault.com/blog/saudi-arabia-worker-deployment-records) and the [UAE guide](https://workervault.com/blog/uae-worker-deployment-records). ### Status check A dated check of what an authority's service or portal currently shows. **What to record:** portal, reference, date checked, exact status and next review date. See the [Thailand guide](https://workervault.com/blog/thailand-worker-deployment-records). ### Handover workbook An Excel workbook used to pass placement records into the continuing worker record. **What to record:** exported date, included records, open actions and recipient. See the [deployment handover guide](https://workervault.com/blog/worker-record-handover-at-deployment). ### Record Stage The WorkerVault action label for recording placement progress at a stage. Recording a stage does not submit an authority application. **What to record:** stage, date, user and supporting note or evidence. See the [recruitment stages guide](https://workervault.com/blog/foreign-worker-recruitment-stages-demand-to-deployment). ### Recruitment cost register A record of recruitment costs associated with a worker or placement. It records amounts; it does not establish whether a fee is lawful. **What to record:** item, amount, currency, payer, recipient, date and evidence. See the [recruitment cost record guide](https://workervault.com/blog/recruitment-cost-record-for-foreign-workers). Use this vocabulary alongside the agency's route-specific process. For a recordkeeping walkthrough, explore [worker records](https://workervault.com/solutions/worker-records) or [Book a Demo](https://workervault.com/book-a-demo). This post provides general information only. It is compiled from information publicly available on the web and is not an official source or legal or professional advice. Rules and requirements change over time, so check the facts with the relevant official authority before acting. Worker Vault accepts no responsibility for how this content is used.