---
title: "Customizing Person Status Rules"
slug: "automate-the-person-status"
updated: 2026-03-03T20:47:34Z
published: 2026-03-03T20:47:34Z
canonical: "knowledge.technolutions.net/automate-the-person-status"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge.technolutions.net/llms.txt
> Use this file to discover all available pages before exploring further.

# Customizing Person Status Rules

The **person status**is a high-level classification of the [person record](/v1/docs/getting-started-with-records) that’s useful for querying and reporting.

Slate comes with person status [rules](/v1/docs/getting-started-with-the-rules) that categorize records based on their position in some progression, like your application or donor cultivation process.

## Creating a new person status

If the [default person statuses](/v1/docs/automate-the-person-status#default-person-statuses-and-rules-for-admissions) don’t adequately describe your process, you can customize your database’s person status rules. Person statuses should be mutually exclusive: a person can meet the criteria for only one status at a time.

Person status rules are an essential part of any organization’s strategy and are a great way to ensure that all records in the system are categorized correctly.

To create a custom person status:

1. Go to Database → Prompts.
2. From the list of prompt keys, select `person_status`.
3. Select **New Prompt.**
4. In the **Value**field, enter a name for the status, for example, `Enrolled`.
5. Select **Save.**

## Creating a new person status rule

To automate the assignment of your new status to certain person records:

#### Creating the rule

1. Go to **Database → Rules.**
2. Select **Rule Groups**.
3. Select **Person.**
4. Select **Person Status.** **📝**Note the order of the rules; select a rule to see its *Priority*number. When you create a new rule, it will need its own priority number to place it in this order.
5. Select **New Rule.**
6. Configure the following settings:
  - **Name:** Enter a name for the rule, like `Person Status: Enrolled`
  - **Type:**Configurable Joins
  - **Category:**Records
  - **Base:**Person
  - **Rule Type:**Person Status
  - **Folder**: Person Status
  - **Exclusivity Group**: Person Status (defaulted)
  - **Non-deterministic**: Rule is deterministic and has an exclusive priority
  - **Priority**: Enter a number that places the rule within the existing priority order.
  - **Status**: Preview
7. Select **Save.**

#### Configuring the rule filters

We must add a filter to the rule that returns only records that meet our criteria.

For example, to create filters that identify enrolled students:

1. Select **Join**.
2. Configure the following settings (these are examples—your database will have different folders and forms):
  - **Join:**Form Responses
  - **Type:**Specific form, events, or template
  - **Folder:**Orientation
  - **Form/Event:**New Orientation Session
3. Select **Continue**.
4. Select **Save.**
5. Select **Filter.**
6. Configure the following settings:
  - **Filter**: New Student Orientation Registration Status
  - **Status**: IN Attended
7. Select **Save**.

#### Configuring the rule action

1. In the **Action** section, configure the following settings:
  - **Status:**Enrolled
2. Select **Save.**

#### Activating the rule

To activate each rule:

1. On the rule overview page, select **Edit.**
2. Set Status to **Active.**
3. Select **Save**.
4. Select **Save**on the rule’s overview page.
5. Perform a [retroactive refresh](/v1/docs/retroactive-refresh) on all records. This triggers all records to be evaluated by all rules.

## Default person statuses and rules for Admissions

> [!NOTE]
> 🤝 Using **Slate for Advancement**? [Skip ahead](/v1/docs/automate-the-person-status#for-advancement).

The three default person statuses in Slate for Admissions databases are

- Prospect
- Inquiry
- Applicant

These statuses exist in **Database → Prompts**under the `person_status` prompt key.

When you create a person record, a rule assigns a status to the record. For example, if a record is created from a request for information form, a person status rule assigns the status *Inquiry.*

You can find the default person status rules in **Database → Rules**in the rule group **Person Status.**They include:

- **Rule 05**: Keep Applicant
- **Rule 10**: Set Applicant
- **Rule 15**: Keep Inquiry
- **Rule 20**: Set Inquiry (Form Response)
- **Rule 25**: Set Inquiry (Test Score)
- **Rule 999**: Set Prospect

You can customize these statuses and their rules based on your needs. For example, you might add an *Enrolled* status to track enrolled students, and create a rule that sets it under certain circumstances.

If you ever need to recreate the default application status rules, refer to the following:

### Rule 05: Keep Applicant

If a record currently has the status of Applicant, do nothing to that record and skip all remaining rules in the person status exclusivity group.

1. Go to **Database → Rules**.
2. Select **New Rule**.
3. Configure the following settings:
  - **Name:**Person Status: Keep Applicant
  - **Base:**Person
  - **Type:**Person Status
  - **Folder:**Person Status
  - **Exclusivity Group**: Person Status
  - **Non-deterministic**: Rule is deterministic and has an exclusive priority.
  - **Priority**: 5
  - **Status:**Active
4. Select **Save**.
5. **Filters**: Status IN Applicant
6. **Action**: No Action Rule: Select the 'do nothing' check box as your action. This will ensure that records that have a status of applicant will not change from that status.

[![mceclip0.png](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13243933556635.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13243933556635.png)

### Rule 05: Set Applicant

If a record has an application (either submitted or unsubmitted), then set the Person Status to Applicant; then stop evaluating the remaining person status rules.

1. Go to **Database** → **Rules**.
2. Select **New Rule**.
3. Configure the following settings:
  - **Name:**Person Status: Set Applicant
  - **Base:**Person
  - **Type:**Person Status
  - **Folder:**Person Status
  - **Exclusivity Group**: Person Status
  - **Non-deterministic**: Rule is deterministic and has an exclusive priority.
  - **Priority**: 5
  - **Status:**Active
4. Select **Save**.
5. **Filters**: Subquery Filter for "Has Application"
6. **Status**: Applicant

[![mceclip1.png](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13244098800667.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13244098800667.png)

### Rule 10: Keep Inquiry

If a record currently has the status of Inquiry, do nothing to that record and skip all remaining rules in the person status exclusivity group.

1. Go to **Database** → **Rules**.
2. Select **New Rule**.
3. Configure the following settings:
  - **Name:**Person Status: Set Inquiry
  - **Base:**Person
  - **Type:**Person Status
  - **Folder:**Person Status
  - **Exclusivity Group**: Person Status
  - **Non-deterministic**: Rule is deterministic and has an exclusive priority.
  - **Priority**: 10
  - **Status:**Active
4. Select **Save**.
5. **Filters**: Status IN Applicant
6. **Action**: No Action Rule: Select the 'do nothing' check box as your action. This will ensure that records that have a status of applicant will not change from that status.
7. **Filter**: Status IN Inquiry
8. **Status**: No Action Rule: Select the 'do nothing' check box as your action. This will ensure that records that have a status of applicant will not change from that status.

[![mceclip2.png](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13244204135835.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13244204135835.png)

### Rule 15: Set Inquiry (Form Response)

If a record has a form/event registration, then set the person status to Inquiry.

1. Go to **Database** → **Rules**.
2. Select **New Rule**.
3. Configure the following settings:
  - **Name:**Person Status: Set Inquiry (Form Response)
  - **Base:**Person
  - **Type:**Person Status
  - **Folder:**Person Status
  - **Exclusivity Group**: Person Status
  - **Non-deterministic**: Rule is deterministic and has an exclusive priority.
  - **Priority**: 15
  - **Status:**Active
4. Select **Save**.
5. **Filters**: Subquery Filter for "Has a Form Response"
6. **Status**: Inquiry

[![mceclip4.png](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13244218809883.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13244218809883.png)

### Rule 20: Set Inquiry (Test Score)

If a record has a verified test score, then set the person status to Inquiry.

1. Go to **Database** → **Rules**.
2. Select **New Rule**.
3. Enter the following configurations:
  - **Name**: Person Status: Set Inquiry (Test Score)
  - **Base:**Person
  - **Type:**Person Status
  - **Folder:**Person Status
  - **Exclusivity Group**: Person Status
  - **Non-deterministic**: Rule is deterministic and has an exclusive priority.
  - **Priority**: 20
  - **Status:**Active
4. Select **Save**.
5. **Filters**: Subquery Filter for "Has a Verified Test Score"
6. **Status**: Inquiry

[![mceclip6.png](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13244359272603.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13244359272603.png)

### Rule 999: Set Prospect

Set the person status to Prospect for all records that failed to match the filter criteria for any other person status rules.

1. Go to **Database** → **Rules**.
2. Select **New Rule**.
3. Configure the following settings:
  - **Name:**Person Status: Set Prospect
  - **Base:**Person
  - **Type:**Person Status
  - **Folder:**Person Status
  - **Exclusivity Group**: Person Status
  - **Non-deterministic**: Rule is deterministic and has an exclusive priority.
  - **Priority**: 999
  - **Status:**Active
4. Select **Save**.
5. **Filters**: NO FILTERS A rule with no filters in an exclusivity group allows you to set a default assignment. Since all records that are not applicant or inquiry records should have the prospect status, do not include filters for this rule.
6. **Status**: Prospect

[![mceclip7.png](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13244394717467.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13244394717467.png)

## Customizing person status rules for Advancement

The standard Person statuses, along with their status rules, are as follows:

| Rule Name | Exclusivity Group | Type | Priority |
| --- | --- | --- | --- |
| Person Status: Current Donor | Person Status | Person Status | 5 |
| Person Status: LYBUNT | Person Status | Person Status | 10 |
| Person Status: SYBUNT | Person Status | Person Status | 15 |
| Person Status: Prospect | Person Status | Person Status | 20 |

Follow the steps below to create donor statuses within your institution's database.

### Step 1: Create Person Status Prompts

Custom donor statuses may be created utilizing the `person_status` prompt key. To create the four donor statuses outlined above:

1. Select Database in the top navigation bar and select **Prompts**.
2. Select **Insert**.
3. Configure the following settings:
  - **Key:**`person_status`
  - **Value:**Current Donor
4. Select **Save**.
5. Repeat steps three and four to create the remaining person statuses of LYBUNT, SYBUNT, and Prospect.

### Step 2: Create Current Donor Rule

Create the first rule in the series of person status rules: setting the record as "Current Donor." This rule can be created by following the steps outlined below:

1. Go to **Database** → **Rules**.
2. Select **Insert**.
3. Configure the following settings:
  - **Name:**Person Status: Current Donor
  - **Base**: Configurable Joins Library (Preview): Person
  - **Type**: Person Status
  - **Folder**: Person Status
  - **Exclusivity Group**: Person Status (defaulted)
  - **Non-deterministic**: Rule is deterministic and has an exclusive priority
  - **Priority**: 5
  - **Status**: Preview
4. Select **Save**.

The next step is to configure the appropriate filters to find records that meet the criteria of being a current donor. The example below identifies people who have made at least one gift within the previous 365 days as a "Current Donor":

1. Add a subquery filter and configure the settings as follows:
  - **Status:**Active
  - **Name**: Provide an easy to read name, such as "Gifts Made in the Past 365 days"
  - **Type**: Dependent subquery
  - **Aggregate**: Exists
  - **Exports**: N/A
  - **Filters**: Add a Join to the Gifts table. Once added, add a filter for a gift's date of ">= today: 365"
2. Select **Save**.
3. In the **Action** section of the rule, select Current Donor as the **Status**.
4. Select **Save**.

[![Current_Donor_Rule.PNG](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/current_donor_rule.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/current_donor_rule.png)

### Step 3: Create LYBUNT Rule

The next rule to create in the series of person status rules is the "LYBUNT" rule. This rule can be created by following the steps outlined below:

1. Go to **Database** → **Rules**.
2. Select **Insert**.
3. Configure the following settings:
  - **Name:**Person Status: LYBUNT
  - **Base**: Configurable Joins Library (Preview): Person
  - **Type**: Person Status
  - **Folder**: Person Status
  - **Exclusivity Group**: Person Status (defaulted)
  - **Non-deterministic**: Rule is deterministic and has an exclusive priority
  - **Priority**: 10
  - **Status**: Preview
4. Select **Save**.

The next step is to configure the appropriate filters to find records that meet the criteria of being a LYBUNT donor. The example below identifies people who have made at least one gift within the previous year, but not yet within the past 365 days:

1. Select **Subquery Filter.**
2. Configure the following settings:
  - **Status:**Active
  - **Name:**Provide an easy to read name, such as "Gift Exists Last Year"
  - **Type:**Dependent subquery
  - **Aggregate**: Exists
  - **Exports**: N/A
  - **Filters**: Add a Join to the Gifts table. Once added, add at least the following two filters
    - Gift Date >= today: 730
    - Gift Date <= today: 365
3. Select **Save**.
4. Select **Subquery Filter.**
5. Configure the following settings:
  - **Status:**Active
  - **Name**: Provide an easy to read name, such as "But Not This Year"
  - **Type**: Dependent subquery
  - **Aggregate**: Not Exists
  - **Exports**: N/A
  - **Filters**: Add a Join to the Gifts table. Once added, add the following filter
    - Gift Date >= today: 365
6. Select **Save**.
7. In the **Action** section of the rule, select *LYBUNT* as the **Status**.
8. Select **Save**.

[![LYBUNT_Rule.PNG](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/lybunt_rule.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/lybunt_rule.png)

### Step 4: Create SYBUNT Rule

The next rule to create in the series of person status rules is the "SYBUNT" rule. This rule can be created by following the steps outlined below:

1. Go to **Database** → **Rules**.
2. Select **Insert**.
3. Configure the following settings:
  - **Name:**Person Status: SYBUNT
  - **Base**: Configurable Joins Library (Preview): Person
  - **Type**: Person Status
  - **Folder**: Person Status
  - **Exclusivity Group**: Person Status (defaulted)
  - **Non-deterministic**: Rule is deterministic and has an exclusive priority
  - **Priority**: 15
  - **Status**: Preview
4. Select **Save**.

The next step is to configure the appropriate filters to find records that meet the criteria of being a SYBUNT donor. The example below identifies people who have made at least one gift within the previous 5 year, but not yet within the past 365 days:

1. Select **Subquery Filter.**
2. Configure the following settings:
  - **Status:**Active
  - **Name**: Provide an easy to read name, such as "Gift Exists Last 5 Years"
  - **Type**: Dependent subquery
  - **Aggregate**: Exists
  - **Exports**: N/A
  - **Filters**: Add a Join to the Gifts table. Once added, add at least the following two filters
    - Gift Date >= today: 1825
    - Gift Date <= today: 365
3. Select **Save**.
4. Select **Subquery Filter.**
5. Configure the following settings:
  - **Status:**Active
  - **Name**: Provide an easy to read name, such as "But Not This Year"
  - **Type**: Dependent subquery
  - **Aggregate**: Not Exists
  - **Exports**: N/A
  - **Filters**: Add a Join to the Gifts table. Once added, add the following filter
    - Gift Date >= today: 365
6. Select **Save**.
7. In the **Action** section of the rule, select SYBUNT as the **Status**.
8. Select **Save**.

[![SYBUNT_Rule.PNG](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/sybunt_rule.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/sybunt_rule.png)

### Step 5: Create Prospect Rule

The final rule in the series of person status rules is the "Prospect" rule. Individuals who do not meet any of the previous rule criteria will default to this person status. This rule can be created by following the steps outlined below:

1. Go to **Database**→ **Rules**.
2. Select **Insert**.
3. Configure the following settings:
  - **Name:**Person Status: Prospect
  - **Base**: Configurable Joins Library (Preview): Person
  - **Type**: Person Status
  - **Folder**: Person Status
  - **Exclusivity Group**: Person Status (defaulted)
  - **Non-deterministic**: Rule is deterministic and has an exclusive priority
  - **Priority**: 20
  - **Status**: Preview
4. Select **Save**.

No filters need to be added as this rule comes last within the exclusivity group. The only additional configuration is to set the rule's action. In this example, the status should be set to **Prospect**.

[![Prospect_Rule.PNG](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/prospect_rule.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/prospect_rule.png)

### Step 6: Activate the Rules

Once the rules have been created, the final step is to activate them. To set the rules' statuses as active:

1. Navigate to each individual rule and select **Edit**.
2. While editing the details of the rule, change the status from "Preview" to **Active**.
3. Select **Save**.
4. Select **Save**, again, on the rule itself.

Once all of the rules are active, we recommend running a retroactive refresh on all of the records within the database. This will trigger the records to be evaluated by all of the rules, including the newly active Donor Status rules.