Once your custom location statuses are in place, you can choose which ones should appear in the to-do list.
The to-do list links directly to the project in the mobile app, so operatives can clearly see which locations are ready to be worked on—either from the back office or from their team on site.
With the to-do list and custom location statuses added to your project setup, you can now add form automations to reduce human error and minimise manual work. As job sheets are submitted on-site, these automations will control the status of each location whenever this form is used.
Add statuses to the to-do list
How to add statuses to the to-do list:
Click Project Setup in the top right-hand corner of your screen.
Review the existing statuses in your project to ensure they match your workflow.
Scroll down to add or remove statuses from the To-Do List by clicking on the dropdown and selecting the relevant statuses.
Click the Add button so operatives can see and create jobs from within the mobile app.
💡 If you would like these options to be available for multiple projects, you can add them, along with the relevant custom statuses, to a project template.
💡 Recommendation: Operative flexibility on-site to create and select locations to start work by creating job sheets.
How to set location options when creating a job sheet
In Project Setup, go to Jobs and click the dropdown under "When creating a new job sheet."
Choose "Allow either" to let operatives create new locations when variations come up on site and also select from the to do list of locations.
Choose "Only select from the to-do list" to restrict operatives to the locations you've already set up for them.
Using custom statuses in a workflow with form automations
Custom statuses are tied to the location where work is happening. Whether operatives work from drawings and drop pins, or from defined locations without drawings, statuses update as work progresses.
There are two ways to set custom statuses:
1. Form automations
Administrators control how statuses update based on job sheet activity, using the four triggers above. This works well for large teams, where consistent status updates matter most—it keeps reporting accurate across operatives, teams and jobs, and gives you a clear view of progress.
How to add location automations within a form:
Still within Project Setup, go to Forms in the left-hand sidebar. If your project has multiple forms, you can create custom automations for the location statuses that work across these forms and help coordinate different teams on site.
Within the automations, you have four options:
When a job sheet is created, update to... [status]
When a job sheet is submitted, update to... [status]
When a job sheet is approved, update to... [status]
When a job sheet is rejected, update to... [status]
You can add statuses to all of these options, or just add them to the ones relevant to your project.
2. Operative updates location statuses on site
You can let operatives manually update a location's status as they complete work. This suits smaller teams with close communication between operatives and the back office, and it balances flexibility with accountability. This overrides any form automations, keeping an accurate picture of the work carried out on site.
How to allow operatives to update location on site:
Update permissions on the web.
Make sure the necessary custom statuses have been added to the project.
When setting up form automations, open the advanced section at the bottom of the automation and enable operatives to update the location status within the mobile app.
Make sure to click Save & Publish within the form builder to push the changes live for your operatives.
Mobile: Once an operative arrives on site and submits the job sheet, they can update the location status.