Custom location statuses let you categorise and track locations with more accuracy. Add custom names, colours and icons to match your project workflows, so every team knows exactly where things stand.
Better tracking and reporting: get detailed visibility across projects, so you can prioritise work and spot issues early.
Clearer communication: give teams consistent status labels, so everyone stays aligned and informed.
Built-in flexibility: create statuses for each phase of your workflow, such as inspection, maintenance or remedial works.
What are custom location statuses?
Custom location statuses let you apply specific labels to locations or assets within a project. This gives you more granular tracking and keeps your workflow aligned with how your organisation actually works.
Each status can:
Be named by you.
Have a colour and icon assigned.
Sit within a status group: pending, active, completed or cancelled.
Status groups explained
Status Group | Description | Example Statuses |
Pending | Work that hasn't started yet, or is waiting on something before it can begin. | Not started: work hasn't kicked off yet. Scheduled: job assigned and scheduled in the programme. Survey required: needs an initial survey. Inspection required: needs an inspection before moving forward. Remedial required: follow-up work is needed. On hold: stalled due to a client or third-party decision. |
Active | Work that's currently underway. | Survey in progress: the survey is underway. Inspection in progress: the inspection is underway. Work in progress: the job is actively happening. Work paused: waiting on materials, permits or other dependencies. Remedial in progress: fixes are underway. Survey complete—action required Inspection complete—pass: approved and ready for the next phase. Inspection complete—fail: needs rework or remediation. Work complete—awaiting sign-off: done, but pending a quality check or approval. |
Completed | Work that's finished, whether or not it needs a follow-up. | Survey complete—no action required Work complete—approved: signed off and closed. Remedial complete: all issues sorted. |
Cancelled | Work that's no longer required. | Cancelled: no longer required. Cancelled: no access |
Example custom location status workflow
These universal statuses work across surveys, inspections, installations and remedial works, and can be adapted to suit your project. For a remediation project working with a team on the survey and another on maintenance, you might set up:
Survey phase: To Do (Survey) → Survey in progress → Survey complete
Maintenance phase: Survey complete → Maintenance in progress → Maintenance complete.
The To Do status and survey complete status will both live in the
Custom statuses support both workflows fully, with form automations doing the heavy lifting as your team completes work across site.
Add custom statuses to your project
How to add custom location statuses to your project:
Select the project you want to add custom location statuses to.
Go to project setup, in the top right-hand corner of your screen.
Select Custom Statuses from the dropdown.
Go to the location statuses section. Here, you can:
Edit a status name: hover over it and click the three dots.
Delete a status: hover over it and click the three dots. You need at least one active and one completed status for the system to work—pending and cancelled groups don't need a minimum.
Reorder statuses: click reorder in the right-hand corner of the location status box, then drag statuses into place using the six dots and click save changes.
Choose the group you want to add a status to, then click the plus button.
Enter a name, and select a colour and icon by clicking into each option.
Names must be between 3 and 20 characters.
Each status needs a unique name.
Special characters are allowed alongside letters.
You can add up to 10 custom statuses per project.
Click save to add the status to your project.
Add custom statuses to the to-do list and form automations
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 statuses that work across all of them, helping coordinate different teams on site.
Within 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].
Add statuses to any or all of these options, depending on what your project needs.
Optional: If you'd like your operatives to pick locations only from your to-do list rather than creating new ones, head to Jobs in project setup. Switch "when creating a new job sheet" from allow either to only from the to-do list.
Once operatives start work on site, track progress by viewing and filtering by the statuses in the locations tab.
💡 Custom statuses and automations make recurring work easier to manage.
Once a survey is complete, automations update the location status—either marking it ready for the next annual inspection or moving it to the remedial work list. This keeps every job sheet attached to its location, giving you a complete history of the work carried out.
Allow operatives to update the location status on mobile
Operatives can update the location status when they submit a job sheet. This overrides any form automations, keeping an accurate picture of the work carried out on site.
Step one (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.
Step two (mobile)
Once an operative arrives on site and submits the job sheet, they can update the location status.
💡 Recommendations: 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.