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Job Status List (Simple Set) + Definitions

Job statusesSimple setDefinitions

The minimum job statuses that keep teams aligned: scheduled, on-site, in progress, complete, follow-up needed (plus optional pending, rescheduled, cancelled). Everyone uses the same definitions so dispatch and techs know what's next.

For teams where job status is unclear or inconsistent and people ask "is that done?" or "who's on that?"

Next: Roll this set out for one week and review usage; then add or drop statuses only if you have a real need (e.g. waiting on parts).

Copy/paste template

Job Status List (Simple Set) + Definitions

  • - Job Status List (Simple Set)
  • -
  • - 1. Scheduled:
  • - Job is booked and confirmed. Tech knows when and where.
  • -
  • - 2. On-site:
  • - Tech has arrived and started work.
  • -
  • - 3. In progress:
  • - Work is happening. Tech is actively working on the job.
  • -
  • - 4. Complete:
  • - Work is done. Customer sign-off captured. Ready for invoicing.
  • -
  • - 5. Follow-up needed:
  • - Job is done, but follow-up is required (parts, callback, quote).
  • -
  • - Optional (if needed):
  • - - Pending: Waiting on customer approval or parts.
  • - - Rescheduled: Customer or tech rescheduled the job.
  • - - Cancelled: Job was cancelled (not completed).

How to customize

Replace placeholders:

  • [Name] → Customer or tech name
  • [time] → Arrival time (e.g., "2:00 PM" or "in 30 minutes")
  • [link] → Job link or tracking URL

Avoid these mistakes:

  • Don't use overly aggressive language (e.g., "URGENT: Payment due now!")
  • Don't use confusing abbreviations or jargon
  • Don't make promises you can't keep (e.g., "We'll be there in 10 minutes" if it's not realistic)

How to use it

  1. Use the same status definitions across the team.
  2. Update status as work progresses (don't skip steps).
  3. Keep status definitions simple (5-7 statuses max).
  4. Train the team on when to use each status.
  5. Review status usage weekly to catch inconsistencies.

Common tweaks

  • Add statuses specific to your workflow (e.g., 'Waiting on parts').
  • Add statuses for different job types (install vs. repair).
  • Add statuses for customer communication (e.g., 'Customer approval needed').
  • Remove statuses that aren't used (simplify the list).
Back to Scheduling Mess hub

Related guides

Guides that help with this pain:

Scheduling Chaos? A Simple System for 1-5 TechsDrive Time Reduction: Intake Fields That Matter

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