Task Statuses: Standard Workflow & Advanced Customization

Task statuses help you track every step of a job — from the moment it appears in the system to its successful completion.
Shifton includes a default status workflow used by most companies, while also allowing you to configure a more detailed status process if your operations require it.

✅ Default Status Workflow

By default, every task follows three key stages:

Status	Visibility	Purpose
TO DO	hidden from technicians	Internal system start point that defines the first selectable statuses
Check In	visible	Technician has started the job
Check Out	visible	Technician has completed the job

Standard Workflow

This workflow is ideal for a simple process:
start task → complete task → move to next one.

✨ Advanced Status Workflow (Optional)

If your processes include:

job acceptance,
travel to client,
approvals and confirmations,
temporary pauses,
return visits or warranty work,

you may want to expand the workflow with additional statuses.

Example of an extended process

🧩 TO DO — Internal Hidden Status

Even in advanced workflows, TO DO remains hidden and is used only to define the first visible statuses.

Available choices from TO DO:

Accept — technician takes the job into work

Decline — technician rejects the job

❌ Decline is a final status — no further actions are available.

🔄 Main Execution Flow

Once the job is Accepted:

Doing = technician is actively working

Next step is a single choice from available transitions:

⏸ Pause — Temporary Suspension

Used when the technician must stop the task for a period of time:

waiting for parts,
client unavailable,
scheduling a return visit.

Allowed transitions from Pause:

Started — preparing to resume execution

Finish — task can be closed at this stage

🏁 Finish / Check Out — Final Status

The job has been fully completed by the technician.

Optionally, the task can be reopened by an administrator if further work is needed (e.g. warranty adjustments).

Creating special statuses for return visits is recommended:

Warranty work
Second visit
Follow-up required

📊 Extended Workflow Example Diagram

🎯 Choosing the Right Workflow

Use the Default Workflow When	Use the Advanced Workflow When
Tasks are simple and linear	Tasks have multiple execution steps
Office-based work	Field service with travel
Every task can be completed in one visit	Delays, returns, and approvals happen
No need for task confirmation	Confirmers or dispatchers are involved

🛠 How to Configure Advanced Statuses

1️⃣ Go to Task Settings → Statuses
2️⃣ Add custom statuses
3️⃣ Define allowed transitions for each status
4️⃣ Make sure each status leads to a logical next step (except final statuses)

✅ Benefits of a Well-Configured Workflow

Technicians always know what action to take next
Dispatchers monitor progress in real time
Managers gain insight into task performance and field operations
Workflows become structured, automated, and predictable

Frequently Asked Questions (FAQ)

What are task statuses in Shifton?

Task statuses help track every step of a job — from the moment it appears in the system to its successful completion.

What is the default task workflow?

The default status workflow includes three main stages:

TO DO (internal start point),

Check In (when the technician starts the job),

Check Out (when the technician completes the job).

What does the TO DO status mean?

“TO DO” is an internal, hidden status used to define the first visible statuses technicians can choose from.

Can the default workflow be extended?

Yes — if your process requires steps like job acceptance, travel, approvals, pauses, follow-ups, or warranty visits, you can configure an advanced status workflow with custom statuses.

What is the advanced workflow example?

One extended workflow example could be: TO DO → Accept → Doing → (Pause) → Finish, reflecting acceptance, execution, temporary stops, and completion.

What does the Accept status mean?

“Accept” means the technician has taken the job into work. It transitions from TO DO and is part of an expanded workflow.

What does Doing indicate?

“Doing” means the technician is actively working on the task after acceptance.

When should the Pause status be used?

“Pause” is used when a technician must temporarily stop working — for example, while waiting for parts, client unavailability, or planning a return visit.

What happens when a task reaches Check Out / Finish?

When a task is moved to Check Out / Finish, it is fully completed by the technician. Some workflows also allow administrators to reopen a finished task if further work is needed.

Can I customize task statuses?

Yes — you can configure advanced workflows by creating custom statuses and defining allowed transitions to reflect your company’s real process.

Why should I use an advanced workflow?

Advanced task workflows help represent real field processes with intermediate steps (e.g., acceptance, pauses, follow-ups), making monitoring and execution more flexible and accurate.