Understand the Job Lifecycle
Learn what each job status means, what triggers transitions between statuses, the color system used for status badges, and when to use each stage.
What this guide covers
This guide explains the job lifecycle in JobsiteOn. You will learn about each status a job can hold, what the status colors mean, what triggers a transition from one status to another, and best practices for keeping your workflow consistent. Understanding the lifecycle helps you and your team stay aligned on where every job stands.
Before you begin
- Familiarize yourself with the jobs list at
/jobsso you can see status badges in context. - If you have not yet created a job, read Create and Manage Jobs first.
- Confirm you have permission to update job statuses. Workspace owners and authorized team members can change statuses.
The job lifecycle at a glance
Every job in JobsiteOn follows a defined lifecycle. Jobs begin in Pending status when they are created and move forward through stages until they reach Completed. Some jobs may also be placed On Hold if work is paused for any reason.
Here is the standard flow:
Pending → Scheduled → In Progress → Completed
At any point before completion, a job can be moved to On Hold and then returned to the active workflow.
Status definitions
Pending
Color: Gray
What it means: The job has been created but no work has started. The job may still need scheduling, assignment, or additional details before it can begin.
When a job enters this status:
- Automatically when a new job is created.
- When a quote is converted to a job.
- When a job is reset from another status back to the beginning.
What to do in this status:
- Review the job details, contact, and property information.
- Assign team members if they have not been assigned yet.
- Add tasks and checklists so the crew knows what to do.
- Schedule the job on the calendar when a date is confirmed.
How long jobs typically stay here: A few hours to a few days, depending on your scheduling lead time.
Scheduled
Color: Blue
What it means: The job has a confirmed date and time on the schedule. The assigned team knows when they need to be on site. Work has not started yet, but the logistics are in place.
When a job enters this status:
- When you create a schedule event linked to the job.
- When you manually update the status to Scheduled.
What to do in this status:
- Confirm team availability for the scheduled date.
- Send a pre-job notification to the customer if your workflow calls for it.
- Verify that materials and equipment are ready.
How long jobs typically stay here: Until the scheduled start date arrives and the crew begins work.
In Progress
Color: Yellow/Amber
What it means: The crew is actively performing work on the job. Tasks are being completed and the job is underway.
When a job enters this status:
- When you manually update the status to In Progress.
- When the crew marks the job as started from their task view.
What to do in this status:
- Monitor task completion progress from the job detail page.
- Address any blockers or issues the field team reports.
- Send progress updates to the customer as appropriate.
- Log additional notes or photos for the job record.
How long jobs typically stay here: The duration of the actual work, from hours to days or weeks depending on scope.
On Hold
Color: Orange
What it means: Work on the job has been temporarily paused. This could be due to weather, material delays, customer requests, scheduling conflicts, or other reasons.
When a job enters this status:
- When you manually update the status to On Hold.
- This status is never set automatically.
What to do in this status:
- Add a note to the job explaining why it is on hold.
- Set a follow-up reminder to check back on the hold reason.
- Communicate the pause to the customer if they are expecting progress.
- Review the job periodically so it does not get forgotten.
How long jobs typically stay here: Until the blocking issue is resolved. Avoid leaving jobs on hold indefinitely.
Completed
Color: Green
What it means: All work on the job is finished. The crew has completed their tasks, the customer has been notified, and the job is ready for final billing or archiving.
When a job enters this status:
- When you manually update the status to Completed.
- This status is never set automatically, even if all tasks are checked off.
What to do in this status:
- Review the completed task list to confirm nothing was missed.
- Generate and send the final invoice if billing is required.
- Send a completion notification to the customer.
- Collect any remaining photos, notes, or sign-off documentation.
After completion: Completed jobs remain in your history for reporting and reference. You can reopen a completed job by changing the status back if additional work is needed.
Status colors at a glance
| Status | Badge color | Hex reference |
|---|---|---|
| Pending | Gray | Neutral gray indicator |
| Scheduled | Blue | Primary blue indicator |
| In Progress | Amber | Warning-level amber indicator |
| On Hold | Orange | Caution orange indicator |
| Completed | Green | Success green indicator |
Status badges appear in the jobs list, on the job detail page header, and in the dispatch board. The color coding gives you an instant visual read of where each job stands.
What triggers a status transition
Status changes in JobsiteOn are manual by design. This gives you full control over when a job moves to the next stage. Here are the typical triggers:
Pending to Scheduled
You schedule the job on the calendar and assign a date and crew. Move the status when the commitment is firm.
Scheduled to In Progress
The crew arrives on site and begins work. Move the status when work actually starts, not when the day begins.
In Progress to Completed
All tasks are done and the crew has left the site. Move the status when you are confident the work is finished.
Any status to On Hold
An unexpected issue arises that prevents work from continuing. Move the status immediately and document the reason.
On Hold to previous status
The blocking issue is resolved. Move the status back to wherever the job was before it was paused (usually Scheduled or In Progress).
Completed to In Progress
The customer reports an issue or requests additional work. Reopen the job by moving it back to In Progress.
Best practices for status management
Update status in real time
The value of status tracking depends on accuracy. Encourage your team to update statuses as transitions happen, not at the end of the day or week.
Use notes to explain transitions
When you change a status, especially to On Hold or back from Completed, add a note explaining why. This context helps anyone reviewing the job later.
Review stale jobs weekly
Run a filter for jobs in Pending or On Hold status that have not been updated recently. These may need follow-up or a decision about next steps.
Do not skip statuses
Moving a job directly from Pending to Completed skips important checkpoints. Follow the natural progression so your reporting data stays accurate.
Agree on status definitions with your team
Make sure everyone on your team understands what each status means and when to use it. Consistency across your team is more important than any one individual's speed.
Tips
- Filter the jobs list by status to focus on one stage at a time during your daily review.
- Use the dispatch board for a visual overview of Scheduled and In Progress jobs by team member and date.
- Check the activity feed on any job to see the full history of status changes with timestamps.
- Set up customer notifications so your contacts automatically receive updates when job status changes.
- Combine status with priority to identify the most urgent work that needs attention right now.
Troubleshooting
A job is stuck in Pending and nobody knows why
Open the job detail page and check the activity feed. Look for the last update and who made it. The job may be waiting for scheduling, assignment, or a customer decision. Add a note and assign an owner to move it forward.
I changed the status but the team did not get notified
Confirm that in-app notifications are enabled for your team members in their account settings. Status change notifications require active notification preferences.
The status color does not match what I expect
Status badge colors are fixed by the system and cannot be customized. If you see an unexpected color, confirm you selected the correct status from the dropdown.
I want to add a custom status
Custom job statuses are not currently supported. The five standard statuses (Pending, Scheduled, In Progress, On Hold, Completed) cover the typical field service workflow. If you need a sub-status, use tags or notes to add context.
FAQ
Does completing all tasks automatically change the job to Completed?
No. Task completion is tracked separately from job status. When all tasks are checked off, you still need to manually update the job status to Completed.
Can I move a job backward in the lifecycle?
Yes. You can change any job to any status at any time. Common backward moves include reopening a Completed job or moving an On Hold job back to In Progress.
Is there a time limit for how long a job can stay in a status?
No. There are no enforced time limits. However, we recommend reviewing stale Pending and On Hold jobs weekly to prevent work from falling through the cracks.
Who can change job statuses?
Workspace owners and team members with job management permissions can change statuses. View-only users cannot update statuses.
Are status changes tracked in reporting?
Yes. Job status history feeds into your reporting views. You can see how long jobs spent in each status and identify bottlenecks in your workflow.
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