Order Statuses and Order Rules

An order’s status shows where the work is: waiting for the client, in progress, delivered or cancelled. You can use the five built-in statuses as they are, or change them to match how you work.

Overview

This guide covers changing an order’s status, the built-in statuses, your own statuses, and the order rules.

Who Can Access

Team members need Manage Order Status to change an order’s status. Only people who can change settings can edit the statuses themselves.

Step-by-Step Guide

1. Change an order’s status

   Open the order and click Change Status. Each status shows its description, and the current one is marked. You can also drag the order on the Kanban board, or change several orders at once with bulk actions.

   

   Moving to Working fills in the Started date, and Complete fills in the Completed date. The client gets an in-app notification, not an email.

2. Edit your statuses

   Go to Settings → Order Statuses. Add a status with a name, a colour and an optional description, change the order with the arrows, or edit and delete one. Reset to Defaults brings back the five built-in statuses.

   

3. Set the order rules

   On the same page, Order rules decide what happens around the statuses:

   • Initial order status: the status a new order starts in (Pending, Submitted or Working). Services with an intake form always start at Pending.
   • Lock completed orders: the client must click Request revision before they can message a Complete order.
   • Enable order ratings: clients can rate Complete orders.
   • Default revisions per order: how many times a client can send a Complete order back.

   

The Built-In Statuses

Automatic Changes

• When the client submits the intake form, the order moves to your initial order status.
• When an invoice is paid, the order moves to your initial order status. It never becomes Complete on its own.

Frequently Asked Questions