Statuses

Swan tracks status on sequences, contacts, agent runs, and approvals. Website Changes checks also have outcomes that explain why a company did or did not continue into an agent run. This page decodes each one. For full behavior, see Replies and stop conditions, Approvals, and Monitoring trigger runs.

Sequence status

Status	Meaning
Awaiting approval	The sequence (or a contact’s queued enrollment in it) is waiting on a human decision before anything sends. See Approvals.
Enabled	The sequence is active and its contacts are moving through their steps normally.
Stopped	The sequence has been manually paused. Active contacts are held where they are; nothing further sends until you resume.

Per-contact status

Every contact enrolled in a sequence has its own status, independent of the sequence’s state.

Status	What it means	What to do
Pending	Queued, hasn’t started its first step yet.	Nothing — it’ll start on the next scheduling pass.
Running	Actively moving through steps.	Nothing.
Waiting on limits	The assigned inbox has hit its daily or weekly cap.	Nothing — it resumes automatically once the inbox’s counter resets. See Sending limits.
Finished	Reached the end of the sequence, or stopped in a way that counts as complete (see reasons below).	Check the reason if you’re unsure why it ended.
Stopped	Paused before finishing, for a reason that isn’t a normal completion (see reasons below).	Check the reason — some resume on their own, some need action.
Error	Hit an issue Swan can’t resolve automatically.	Fix the underlying issue, then manually restart the contact.

Why a contact stopped or finished

Reason	What to do
Contact replied	Nothing — a human takes it from here. See Replies and stop conditions.
Already contacted manually — someone messaged this contact directly from the sequence’s inbox	Pick up the conversation yourself, or resume the sequence if you still want Swan’s steps to continue.
Disconnected inbox (shown as “Sender removed”) — the inbox used by a single-channel sequence was disconnected	Reconnect the same inbox; contacts paused for this reason resume automatically. Mixed-channel sequences continue on the other connected inbox and skip disconnected-channel steps.
Sequence deleted — the sequence was deleted, it was rejected while awaiting approval, or Swan deleted its Campaign from chat and you chose to archive the sequences instead of moving them (the app always moves them)	Nothing — expected.
Manually stopped — you stopped the sequence or contact by hand	Resume manually if you want it to continue.
Awaiting approval — parked pending a human decision	Approve or reject from the app or Slack before it expires. See Approvals.
Approval expired — nobody approved or rejected the sequence within your org’s approval expiry	Nothing was sent. Build new outreach for the contact if you still want to reach them. See Approvals.
Excluded — the contact or company was excluded from outreach (a legacy stop reason; current versions block enrollment up front rather than stopping an already-active contact this way, so you’re unlikely to see it on new runs)	Remove the exclusion to re-include them. See Tags, lists, and exclusions.
Taken manually	Nothing.
Connection rejected — the LinkedIn request was declined, and the sequence doesn’t use email	Nothing — this only appears on LinkedIn-only sequences. On a sequence that also has email steps, a rejected connection request just skips the remaining LinkedIn steps and the contact keeps going on email.
Connection expired — not accepted within the wait period (2 weeks from when the invite was sent), and the sequence doesn’t use email	Nothing — same as rejected, but for a timeout instead of a decline.
Already connected — Swan detected you’re already connected on LinkedIn	Nothing — the connection request step is skipped and the sequence continues to the next step.

Why a contact errored

A contact only lands in Error once every channel its sequence actually uses has stopped working for it — a single failed channel on its own doesn’t error the contact, it just narrows what’s left to run. See Replies and stop conditions for the full per-channel failure model.

Reason	What to do
All channels failed — every channel the sequence uses (LinkedIn, email, or both) has stopped working for this contact	Fix the underlying issue on the failed channel(s) — for example, correct a LinkedIn URL or check the email address — then manually restart.
Unexpected error — Swan hit a technical issue it couldn’t recover from	Manually restart the contact; contact support if it keeps happening.

Recently invited on LinkedIn no longer errors a contact by itself — Swan tries to recover automatically first (reusing an existing invitation), and only counts as a LinkedIn channel failure if that recovery doesn’t work. See Replies and stop conditions.

Run (execution) status

Status	Meaning
Pending	Queued, hasn’t started yet.
In progress	Actively running.
Completed	Finished — including runs that only partially completed their instructions; check the run’s summary for what it actually did.
Failed	Hit an unrecoverable error.
Cancelled	Stopped before finishing, deliberately.
Awaiting approval	Paused on a step that needs your sign-off before Swan continues.

See Monitoring trigger runs for where to find these and common failure reasons.

Website Changes check outcome

These outcomes appear in Website Changes check summaries. They are separate from the execution status above.

Outcome	Meaning
Missing data	The provider matched the business but had no usable website-change data.
Unchanged	Swan already classified the provider’s current change date.
Company excluded	The company is excluded in Swan, so its change was not classified.
Filtered out	A new provider-reported change did not match the trigger’s change filter.
Matched	A new change matched the filter and continued into the downstream playbook.

Approval status

Two separate things use the word “approval”:

Context	Statuses	Meaning
Outreach for a contact	Awaiting approval, Approved, Rejected, or Sent automatically	Approval covers the whole sequence for that contact. Swan records who approved or rejected it and when, and retains rejected outreach as history. Sent automatically (`AUTO_SENT`) means manual review was skipped; sending still follows the schedule and limits. An expired sequence is recorded as Rejected with no reviewer and the reason `STOPPED_APPROVAL_EXPIRED`; its Slack card shows it expired. See Approvals.
A task on the Desk	Pending, Reviewed, Discarded	Pending needs attention; Reviewed means you handled it; Discarded means you dismissed it. Neither changes the underlying sequence or data. See Desk and tasks.

Common questions

A contact shows “waiting on limits” — is something broken? No — its inbox hit a sending cap, and it resumes automatically once the counter resets. My sequence shows “awaiting approval” but approving returns 0 contacts affected — why? Approval acts only on contacts whose reason is currently “awaiting approval.” If none have that reason anymore (already approved individually, or moved on), there’s nothing left to affect. What’s the difference between “stopped” and “finished”? “Finished” means the contact reached a natural endpoint (a reply, end of sequence, connection outcome). “Stopped” means something paused it before that (a manual stop, a disconnected inbox, an approval gate). Do I need to do anything when a contact is “errored”? Yes — errors don’t retry automatically. Since a contact only errors once every channel its sequence uses has failed, fix the underlying issue on the failed channel(s) (correct a LinkedIn URL, check the email address) and manually restart the contact. Does discarding a Desk task stop the sequence it’s about? No — resolving or discarding a task only manages your task queue and never changes the underlying sequence or data.

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Reference

Sequence status

Per-contact status

Why a contact stopped or finished

Why a contact errored

Run (execution) status

Website Changes check outcome

Approval status

Common questions

​Sequence status

​Per-contact status

​Why a contact stopped or finished

​Why a contact errored

​Run (execution) status

​Website Changes check outcome

​Approval status

​Common questions

Sequence status

Per-contact status

Why a contact stopped or finished

Why a contact errored

Run (execution) status

Website Changes check outcome

Approval status

Common questions