Status Management
Work order statuses help you track the progress of every job through your shop. Understanding and properly managing statuses ensures accurate reporting and clear communication with your team.
Understanding Work Order Statuses
ShopTrack uses a defined set of statuses that represent the lifecycle of a work order:
status-flow
Status Definitions
Draft
The work order has been created but work has not yet begun. Use this status for work orders still being planned or awaiting customer approval.
Common use: Initial creation, gathering information, preliminary assessment
Quoted
An estimate has been prepared and sent to the customer. The work order is awaiting customer approval before work can begin.
Common use: Estimate sent, waiting for customer response
Booked
The customer has approved the work and it's been scheduled. The vessel is expected at your shop or the technician has been assigned to visit the customer.
Common use: Customer approved, scheduled for service, vessel drop-off expected
Active
Work is currently in progress. Technicians are actively working on this job. This is where most of the labor, parts, and media will be logged.
Common use: Technicians working, parts being installed, in the shop
On Hold
Work has been paused, typically while waiting for parts, customer decisions, or other external factors. This is a temporary state.
Common use: Waiting for parts, pending customer approval for additional work
Done
All work has been completed. The job is ready for quality check, final invoicing, and customer pickup or delivery.
Common use: Work complete, ready for invoicing, awaiting pickup
Paid
Payment has been received in full. The work order is financially complete.
Common use: Invoice paid, ready for vessel release
Completed
The work order is fully closed. Work is done, payment received, and vessel has been returned to the customer. This is the final state.
Common use: Customer picked up, job archived
Canceled
The work order has been canceled and will not be completed. A reason should be documented for reference.
Common use: Customer canceled, no longer needed, duplicate entry
Changing Status
To change a work order's status, use the status dropdown in the work order header:
status-dropdown
You can also change status from:
- The work order list (quick status change)
- The Actions menu → Change Status
- Automated triggers (when flagtime starts, status can auto-change to Active)
Status Transition Rules
While you can generally move a work order to any status, ShopTrack enforces some logical rules:
Forward Movement (Recommended)
The standard progression moves forward through the statuses. This represents the normal workflow of a job.
Backward Movement (Special Cases)
Moving backward in status is allowed but should be documented:
- Done → Active - Additional work discovered
- Active → On Hold - Waiting for parts or customer decision
- Booked → Draft - Customer changed mind, rescheduling
Restrictions
- Completed status is final and cannot be changed without admin override
- Canceled work orders cannot be un-canceled (create a new one instead)
- Moving from Paid backward requires manager approval
Automatic Status Changes
ShopTrack can automatically change statuses based on actions:
- Starting flagtime on a Draft/Quoted/Booked work order can automatically change it to Active
- Recording payment automatically moves the work order to Paid
These automatic changes can be configured in Settings → Application Defaults.
Status-Based Filtering
The work order list allows filtering by status. Use the status pills at the top of the list to quickly filter:
status-filter
Tip: Daily Workflow
Start your day by reviewing Active work orders to see what's in progress, then check Done for items ready to invoice, and On Hold for jobs that may need attention.