Assignments and statuses
Your process, step by step.Named the way you already work.
Every piece of work starts from a record, such as a site, an asset or a vehicle, and is assigned to the person who will do it. From there it moves through statuses you name, by moves you define: who can make each one, what its button says, whether it needs a reason, and which statuses lock the answers for good.
Statuses
- To do
- In progress
- Submitted
- Returned
- Approved
Moves
- In progressSubmitted
- SubmittedApproved
- SubmittedReturnedNeeds a reason
- ReturnedIn progress
Sample data
Assignments · From a record
Work starts from the thing it is about
An assignment is one form, filled in against one record, by one person.
- 01
Started from a record
Open a site, an asset or a vehicle and start an assignment from it. Only the forms you have set to apply to that record type are offered.
- 02
One person fills it in
The assignment is given to someone, and they are the one who answers it, on the web or on their phone.
- 03
Its history on the record
A record's page lists its assignments, and anything added during them, so the history of a site or an asset is in one place.
Sites
Unit 7, Halden Park · Assignments
Sample data
Statuses · In your words
Statuses named the way you work
Every workspace starts with To do, In progress, Complete and Cancelled. Rename them, recolour them, and add the steps your process actually has.
- 01
Your steps
Scheduled, Submitted, In review, Sent back, Signed off, Issued: whatever your process calls them, each in its own colour.
- 02
Statuses that lock
Mark a status as locked and, once work reaches it, nobody can change the answers, an administrator included.
- 03
Shown everywhere
The status and its colour follow the work: on the record, in lists and on the phone.
Statuses
- Scheduled
- In progress
- Submitted
- Sent back
- Approved
- Cancelled
Moves
- ScheduledIn progress
- In progressSubmitted
- SubmittedSent backNeeds a reason
- SubmittedApproved
Sample data
Moves · With rules
Moves with their own rules
A move from one status to another is a button with your label on it, and rules about who can press it.
- 01
Who can make each move
Limit a move to certain roles, so only reviewers can approve and only office staff can cancel.
- 02
Not by the person who did the work
Bar a move to the assignee, so nobody signs off their own work.
- 03
A reason when it matters
Ask for a reason on a move such as sending work back. The assignee sees who moved it back and why, and the reason stays in its history.
Statuses
- In progress
- Submitted
- Returned
- Approved
Moves
- In progressSubmitted
- SubmittedApproved
- SubmittedReturnedNeeds a reason
- ReturnedIn progress
Sample data
Required · Checked first
Nothing locked half done
Before work moves into a locked status, every required question that applies to it must have an answer.
- 01
Required means required
A move into a locked status is refused while required questions are unanswered, and the form shows how many are left.
- 02
Only what applies
Questions hidden by the form's logic are not counted, and a repeatable field's minimum number of entries is.
- 03
The version it started on
An assignment keeps the version of the form it started on, so changing the form never changes work in progress.
Unit 7, Halden Park
Site inspection
In progress16 of 18 required
Condition of dock leveller 2 *
Site contact on the day *
Sample data
History · Every move
A history of every move
Each move is recorded with who made it, when, and any reason given, from the first start to the final sign-off.
- 01
Who and when
See the path every piece of work took, and who moved it at each step.
- 02
Reasons kept
Why something was sent back stays with it, long after it has been put right.
- 03
Moments for automations
Each move into a status can start an automation, telling a reviewer, an assignee or a client it has happened.
Statuses
- In progress
- Submitted
- Returned
- Approved
Moves
- SubmittedApproved
History
Approved from Submitted
S. Achebe · 4 Nov 2026, 09:12
Submitted from In progress
R. Mendes · 3 Nov 2026, 16:40
In progress from Returned
R. Mendes · 3 Nov 2026, 15:20
Returned from Submitted
S. Achebe · 3 Nov 2026, 15:05
Add a photo of the dock leveller lip plate.
Sample data
Mobile · On the phone
The same process on the phone
Assignees see their work on the phone, fill it in and move it on, with or without signal.
- 01
Their work, in a list
Each person sees the assignments given to them, with their statuses in your colours.
- 02
Moved on offline
Moves made without signal wait on the phone and sync when there is signal again.
- 03
Sent back, then fixed
When work is sent back, it is back in the assignee's list, and the reason is in its history.
Assignments
Site inspection
ReturnedUnit 7, Halden Park
Vehicle check
To doVan YK73 HDV
Site inspection
In progressFenwick Depot
Handover
SubmittedBrook Street offices
Sample data
FAQs
Questions about assignments and statuses
Do we have to use your statuses?
No. Every workspace starts with To do, In progress, Complete and Cancelled so there is something to begin with, and you can rename, recolour and add to them to match your process.
Can we stop people approving their own work?
Yes. Each move can be limited to certain roles and barred to the assignee, so approval only ever comes from someone else.
What does a locked status do?
Once work reaches a locked status, its answers cannot be changed by anyone, an administrator included, and it cannot get there while required questions that apply are unanswered.
Do assignments have due dates?
Not built in. Add a date field to the record type the work is about, such as a site's next inspection date, and filter and sort your records by it.
Who can fill in an assignment?
The person it is assigned to. Others with access can see it, and move it on where their role allows.
Run the process you already have.
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