Job statuses, and what moves a job between them
By the end of this article you will know what each job status means, who changes it, and which messages leave your business along the way.
The five statuses
| Status | Meaning |
|---|---|
| Scheduled | Booked. The default for a new job, a converted quote, or a portal booking. |
| Confirmed | The technician has acknowledged it. |
| In Progress | Work has started. |
| Completed | Work is done. |
| Cancelled | Called off — from any of the first three. |
A job moves forward only: Scheduled → Confirmed → In Progress → Completed. There is no way back, and a Completed or Cancelled job cannot be cancelled or reopened.
Who moves it
The lead technician, on the mobile app. The job page on the phone offers one action at a time — Confirm Job, then Start Job, then Complete Job — and only to the person marked Lead on the job. That is deliberate: the status says what is happening at the vehicle, and the person there is the one who knows.
The office, in the back office. The job page here shows the status but does not change it, except for one action: Cancel Job (see Cancel or reschedule a job). Everything else you edit — appointment, lines, technicians, notes — leaves the status as it is.
Every change is kept in the job’s history with who made it and when.
What each step sends
- Booked — the appointment confirmation and reminders described in Create and schedule a job.
- On the way — when the technician taps Let the customer know I’m on my way on the phone, the customer gets a text, if Text the customer when the technician is on the way is on under Settings → Company → Automated Customer Messages. There is no email version of this one.
- Completed — the customer receives an email with the before-and-after photos the technician took (no photos, no email), and a text if Text the customer when the job is finished is on. A review request follows later if your business asks for reviews.
- Cancelled — nothing is sent automatically. Tell the customer yourself.
Where the status shows
- The Status column and tabs on Work → Jobs.
- The colour of the job’s block on the Calendar: grey for Scheduled, blue Confirmed, orange In Progress, green Completed, red Cancelled.
- On the job page, the Status field at the top of the form.
Good to know
- The Photos, Labor and Margin sections on the job page fill in as the technician works: photos as they are uploaded, labor from the technician’s clock, margin from the lines’ costs.
- Invoicing is separate from status. Create Invoice is available on any job that is not cancelled, and a customer on monthly invoicing is billed with their other completed jobs on the date the page shows.
- A technician can log time against a job in any of the first three statuses.