Job Sub-Statuses Overview

Job sub‑statuses are custom job statuses that provide an additional layer of organization without changing the main job status. They allow teams to track internal context, follow‑ups, billing progress, or customer communication while preserving the integrity of the overall job status. Sub‑statuses are applied and removed manually and remain on a job until a user updates them. They are designed to give teams quick, at‑a‑glance insight into job conditions without requiring deeper investigation into individual records.

Best Suited for:

• Dispatchers tracking job follow‑ups and scheduling needs
• Back office users managing billing, collections, and progress billing
• Operations teams needing additional job context without changing status
• Administrators standardizing internal job tracking workflows

Important Information:

• Job Sub‑Statuses are a back office–only feature
• Field workers cannot see or set sub‑statuses in the Field Worker App
• Sub‑statuses must be applied and removed manually
• Sub‑statuses do not automatically clear themselves as jobs progress

Best Practices:

• Use sub‑statuses when you want to preserve the main job status
• Remove sub‑statuses once the additional tracking is no longer needed
• Use the Jobs Dashboard to review sub‑statuses grouped by status
• Avoid leaving outdated sub‑statuses on completed or closed jobs

What Job Sub‑Statuses Are:

Job Sub‑Statuses:

• Are user‑created custom statuses
• Do not replace or alter the main job status
• Provide contextual tracking alongside the primary status
• Are managed exclusively by back office users
• Remain on the job until manually updated

They are especially useful when the main job status should remain unchanged, but additional internal tracking is needed.

Where Job Sub‑Statuses Are Visible:

Jobs Dashboard

The Jobs Dashboard provides the most comprehensive view of sub‑statuses. Within the dashboard:

• Jobs are grouped by status and sub‑status
• Sub‑statuses are separated into their own sections within the overall job status

This makes the Jobs Dashboard ideal for managing and reviewing sub‑statuses at scale.

Dispatch Grid

On the Dispatch Grid:

• Sub‑statuses are visible per job
• They provide quick internal context during same‑day scheduling
• They do not affect technician scheduling behavior
• They are not visible to field workers

Calendar

On the Calendar:

• Sub‑statuses are visible per job
• They provide additional context when reviewing scheduled work
• They do not affect calendar placement or visibility
• They are not visible to field workers

Customer Account

Within the Customer Account > History tab:

• Sub‑statuses are visible on the specific job record
• This helps back office staff quickly understand job context during customer calls

Batch Edit Jobs

• Sub‑statuses can be added or updated in bulk using the Batch Edit feature for open or in‑progress jobs
• Sub‑statuses can be removed in bulk using the Batch Edit feature for open or in‑progress jobs

Manual Management of Sub‑Statuses:

Sub‑statuses:

• Must be manually applied and un‑applied by back office users
• Can be added, updated or removed individually or in bulk
• Require regular review and removal to prevent outdated tracking

With sub-statuses persisting on jobs until changed, active management is important.

Common Use Case Scenarios:

Customer Follow‑Up

• Job status: Unscheduled
• Sub‑status: LM with Customer
• Once the customer responds, remove the sub‑status
• The main job status remains unchanged

Progress Billing Jobs

• Apply a Progress Billing sub-status while billing is ongoing
• Remove the sub‑status once the job is invoiced in full

Collecting Job Deposits

• Apply a Waiting 4 Payment sub-status when requesting a deposit
• Once payment is received, remove it and add a Deposit Received sub-status

Scheduling Flexibility

• Customer scheduled far out but wants earlier availability
• Apply an Urgent Wants Scheduled Earlier sub-status
• Use the Jobs Dashboard to quickly identify rescheduling opportunities

Collections Tracking

• After invoice is sent, apply a Distributed sub-status
• If overdue and contact has been made to the customer, apply:
  • Overdue Attempt 1 sub-status
  • Overdue Attempt 2 sub-status
• Once paid, remove the sub‑status and manually update the job status to Paid in Full

These scenarios allow teams to manage operational details without altering job lifecycle stages.

Common Job Sub‑Statuses:

Examples commonly used across teams include:

• Deposit Received
• Distributed
• LM with Customer
• Maintenance Paid
• Overdue Attempt 1
• Overdue Attempt 2
• Parts Are In
• Parts Need Ordered
• Parts Ordered
• Pending Cust. Approval
• PO Needed
• Progress Billing
• Recurring Invoices
• Urgent Wants Scheduled Earlier
• Warranty