Summary
A Work Order's status indicates what stage a job is in — scheduled, complete, missed, or canceled. Fieldwork includes five default statuses, and you can create your own custom statuses with their own colors to fit your workflow and make your calendar easier to read.
Note: The five default statuses are Complete, Flagged, Missed, Canceled, and Scheduled.
Key Points
Create custom statuses to match your workflow
Assign a color to each status for easy identification on the calendar
Control how each status behaves by setting what it acts like
Add a Finished – Needs QA status so the office can review jobs before billing
How to Get to Work Order Statuses
Click the Settings gear icon in the upper-right corner of your screen.
Under Company Setup, click Work Order Statuses.
The Three Parts of a Status
Each status is made up of three settings:
Status Name is the label your team sees on a job. You can name it anything that fits your business.
Color is how the status appears on the calendar and in job lists.
Acts Like sets the status's behavior. Every status borrows its behavior from one of the five built-in types, which determines what happens when a job receives that status — for example, whether it generates an invoice. The name and color are for your team to read; the "acts like" setting tells Fieldwork how to handle the job. This lets you create a status such as Lawn Service with a distinct color, set it to act like Scheduled, and see all your lawn appointments at a glance while Fieldwork still treats them as scheduled work.
Adding a Status
Click the light grey New Status button.
Enter the status name.
Select a color
Click on the box to the right of Color
Use your cursor to select the color and its opacity you would like for the new status
For a precise color, enter a Hex color code — a six-character code that maps to a specific color. A full reference is available at Hex color code numbers.
On the mobile app, status colors appear as colored bars along the left side of each Work Order in the Calendar.
Choose what the New Status should Act like.
Completed
Creates an invoice if the billing frequency is set to "For Every Work Order."
Emails the completed service report if "Send reports automatically" is enabled
Moves the Work Order to the Service History tab on the service location page
Will not be updated if the Work Order series is later edited
Cannot be used to update an entire Work Order series
Scheduled
Work Pool jobs appear in the work pool list
All other jobs appear on the calendar at their scheduled date and time
Can be used to update an entire Work Order series
Sends appointment reminders if the jobs are tied to an active reminder template
Missed
Places the Work Order in the Work Pool & Missed list for rescheduling with the online Map Drag-n-Drop tool
Does not create an invoice or email a service report
Cannot be used to update an entire Work Order series
Cancelled
Moves the Work Order to the Service History tab on the service location page
Does not create an invoice or email a service report
Important note: Statuses are permanent once used. After you add a status, it cannot be edited. You can delete a status only until it has been applied to a Work Order. Once it has been used, it cannot be deleted, so plan your statuses carefully before saving.
Saving Your Changes
When your statuses are set, click the green Create Work order status button. Your names and colors will appear on the calendar and in your job lists right away.
How to Delete, Deactivate, or Activate a Custom Status
Deleting a Custom Work Order Status
Click the grey garbage can icon to the right of the custom status you would like to delete
Deactivating a Custom Work Order Status
Click the orange Deactivate button to the right of the custom status you would like to deactivate
Activate a Deactivated Work Order Status
To view Deactivated Work Order Statuses, click Deactivated Work Order Statuses in the upper right corner of the work order statuses page
Click the grey Activate button to the right of the Custom Work Order Status you would like to Activate
Example - Useful Custom Status: Finished – Needs QA
A Finished – Needs QA status is useful when you want the office to review a job before the customer is billed, such as when working with a new technician. Rather than marking a job Completed, which can immediately create an invoice and email the customer, the technician marks it Finished – Needs QA. This holds the job so the office can confirm the pricing is correct before the invoice goes out.
To apply it in the Mobile app, the technician taps Save & Exit on the Work Order, then changes the status to Finished – Needs QA from the Calendar. In the Office app, the technician taps Actions → Change Status & Save, then selects Finished – Needs QA.
Set this status to act like Scheduled so the job stays open and is not billed until the office has reviewed it.
After updating the Work Order Statuses and applying the status to the Work Orders, your Calendar might look like this:
The mobile app will show the colors in the form of bars on the left side of the Work Orders in the Calendar.
For more information, see How to review a mobile app Work Order.
Need more help? Reach out to Fieldwork support, and we'll be glad to walk you through setting up your Work Order Statuses.