Managing Job Status and Workflow
Understand every job status, what triggers each transition, and how the full lifecycle flows from booking to payment.
4 min read
The Job Lifecycle
Every job in CrewBrix moves through a defined set of statuses from the moment it's created to the moment it's paid. Understanding these statuses helps you monitor your operations at a glance and ensures nothing falls through the cracks.
Status Definitions
| Status | Meaning | Who sets it |
|---|---|---|
| Scheduled | Job created, date/time set, technician assigned | Dispatcher / auto when job is created |
| Dispatched | Technician has been notified and confirmed | System / Dispatcher |
| En Route | Technician tapped "On My Way" | Technician |
| In Progress | Technician tapped "Start Job" on-site | Technician |
| On Hold | Job paused (waiting on parts, customer not home) | Technician / Manager |
| Completed | Work finished; technician tapped "Complete Job" | Technician |
| Invoiced | Invoice created and sent to customer | Billing / auto |
| Paid | Full payment received | Auto (Stripe) / Manual |
| Cancelled | Job will not proceed | Manager / Owner |
Moving Through the Workflow
Scheduled → Dispatched: Happens automatically when a technician is assigned and the job is saved, or you can manually tap Dispatch on a job to send a notification.
Dispatched → En Route: The technician taps On My Way in their app when they leave for the job. The customer receives an automatic "Technician is on the way" notification.
En Route → In Progress: The technician taps Start Job when they arrive. Time Clock begins if enabled.
In Progress → On Hold: The technician taps Hold and selects a reason (waiting on parts, customer unavailable, weather delay). A new time slot must be scheduled.
In Progress → Completed: The technician taps Complete Job. If a completion checklist is required, all items must be checked before completion is allowed.
Completed → Invoiced: Tap Create Invoice on the completed job. The invoice is generated from the job's line items.
Invoiced → Paid: Payment received via Stripe or recorded manually.
Manually Overriding a Status
Managers and Owners can move a job to any status manually by tapping the status badge on the job detail screen. Use this to correct errors or handle edge cases (e.g. a technician forgot to clock out before completing).
Every manual override is logged in the job's activity timeline with the user and timestamp.
The Job Activity Timeline
Every job has an Activity tab that shows a complete, timestamped log of every status change, note added, photo uploaded, invoice sent, and payment received. This is your audit trail and is permanent — it can never be edited or deleted.
Cancelled Jobs
Cancelling a job:
- Removes it from the calendar.
- Notifies the assigned technician.
- Does not delete it — it remains in your job history for reporting.
- Does not issue a refund if a deposit was already collected — that must be handled separately.
Set a cancellation reason (customer cancelled, duplicate, weather, etc.) for accurate reporting.
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