Understanding the Two-Level Status System
FieldCamp uses a two-level status system:
Job Status: Tracks the overall lifecycle of a job from creation to closure
Visit Status: Tracks individual visits or appointments within a job
A job can have multiple visits, and each visit has its own status that contributes to the overall job status.
Job Statuses
Draft
What it means: A job has been created but hasn't been scheduled yet.
When you'll see this:
After creating a new job without scheduling any visits
When preparing quotes or estimates before confirming work
For jobs where details are still being finalized
Next steps:
Schedule visits
Edit job details
Add line items and pricing
Cancel if no longer needed
Scheduled
What it means: The job has one or more visits scheduled but work hasn't started yet.
When you'll see this:
After scheduling visits for a job
For upcoming work that's been booked
When all visits are in "scheduled" status
Next steps:
Assign or reassign teams
Reschedule if needed
Start the job when ready
Add additional visits
In Progress
What it means: Work is actively being performed on this job.
When you'll see this:
When at least one visit is marked as in progress
For jobs with ongoing work across multiple visits
During active service delivery
Next steps:
Complete remaining visits
Schedule additional visits if needed
Update progress notes
Track time and materials
Completed
What it means: All work for this job has been finished but hasn't been invoiced yet.
When you'll see this:
When all visits are marked as completed
Work is done but billing is pending
Ready for quality review and invoicing
Next steps:
Review completed work
Create an invoice
Collect customer signature
Add final notes
Invoiced
What it means: The job has been completed and an invoice has been generated.
When you'll see this:
After creating an invoice for a completed job
When awaiting payment from customer
For jobs in the billing cycle
Next steps:
Send invoice to customer
Track payment status
Send payment reminders
Record payment when received
Paid
What it means: The job has been completed, invoiced, and payment has been received.
When you'll see this:
After recording full payment for an invoice
When payment is verified and processed
For jobs with completed financial transactions
Next steps:
Issue receipt if needed
Close the job
Review for follow-up opportunities
Generate reports
Cancelled
What it means: The job has been cancelled and won't be completed.
When you'll see this:
When a customer cancels the service
If a job is no longer viable
For discontinued work
What happens:
All scheduled visits are cancelled
Teams are notified of cancellation
Job remains in system for records
Closed
What it means: The job is fully complete and closed out in the system.
When you'll see this:
After a paid job is formally closed
When no further action is needed
For finalized completed work
What this indicates:
All work is complete
All financial transactions are settled
Job is retained for historical records
Visit Statuses
Each visit within a job has its own status that tracks the progress of that specific appointment:
Scheduled
What it means: The visit is booked for a specific date and time.
Indicates:
Team members have been assigned
Customer has been notified
Visit appears on team calendars
Transitions to:
In Transit (when team departs)
Cancelled (if visit is cancelled)
In Transit
What it means: The assigned team is on their way to the job location.
Indicates:
Team has departed for the job
Estimated arrival time is active
Customer can track arrival if enabled
Transitions to:
Arrived (when team reaches location)
Cancelled (if visit is aborted)
Arrived
What it means: The team has arrived at the job location.
Indicates:
Team is on-site
Waiting or preparing to begin work
Customer has been notified of arrival
Transitions to:
Work in Progress (when work begins)
Cancelled (if unable to complete)
Work in Progress
What it means: The team is actively performing the scheduled work.
Indicates:
Service delivery is underway
Time tracking is active
Materials are being used
Transitions to:
Completed (when work is finished)
Cancelled (if work must stop)
Completed
What it means: The visit has been successfully completed.
Indicates:
All scheduled work for this visit is done
Time and materials have been recorded
Ready for review and approval
Impact on job:
If all visits are completed, job moves to "Completed"
Contributes to job progress tracking
Cancelled
What it means: The visit was cancelled and won't be completed.
Common reasons:
Customer request
Weather conditions
Team unavailability
Access issues
What happens:
Team schedule is updated
Customer is notified
May need rescheduling
Unscheduled
What it means: The visit needs to be scheduled but doesn't have a date/time yet.
When used:
For visits created without specific timing
When rescheduling is needed
For flexible scheduling scenarios
Next steps:
Schedule the visit
Assign team members
Set date and time
How Job and Visit Statuses Work Together
Status Relationships
The job status is influenced by the collective status of its visits:
All visits scheduled → Job is "Scheduled"
Any visit in progress → Job is "In Progress"
All visits completed → Job moves to "Completed"
Any visit cancelled → Other visits continue unless job is cancelled
Common Scenarios
Single Visit Job:
Visit status and job status closely align
Completing the visit completes the job
Multi-Visit Job:
Job remains "In Progress" until all visits complete
Individual visits can be at different statuses
Partial completion is tracked
Recurring Job:
Job stays "In Progress" through multiple visit cycles
Can be invoiced periodically while remaining active
Closed only when recurring schedule ends
Status Automation
FieldCamp automatically updates statuses based on your actions:
Automatic Job Status Changes:
Draft → Scheduled: When first visit is scheduled
Scheduled → In Progress: When any visit begins
In Progress → Completed: When all visits are completed
Completed → Invoiced: When invoice is created
Invoiced → Paid: When payment is recorded
Paid → Closed: When job is formally closed
Automatic Visit Status Changes:
Scheduled → In Transit: When team marks departure
In Transit → Arrived: When team confirms arrival
Arrived → Work in Progress: When work begins
Work in Progress → Completed: When team finishes work
Best Practices
For Job Management:
Keep statuses current: Ensure all status updates happen in real-time
Review completed jobs daily: Don't let unbilled work accumulate
Close paid jobs promptly: Maintain clean active job lists
Use notes: Document reason for status changes
For Visit Management:
Update visit status on-site: Teams should update status as work progresses
Handle cancellations immediately: Reschedule cancelled visits promptly
Complete visits fully: Ensure all information is captured before marking complete
Track unscheduled visits: Don't leave visits in unscheduled status too long
For Recurring Jobs:
Monitor visit completion: Stay on top of regular visit cycles
Invoice regularly: Set up periodic invoicing for long-term jobs
Plan ahead: Schedule visits well in advance
Track patterns: Use visit history to optimize scheduling
Quick Reference
Job Status Flow:
Draft → Scheduled → In Progress → Completed → Invoiced → Paid → Closed ↓ ↓ Cancelled (Can be cancelled at most stages)
Visit Status Flow:
Unscheduled → Scheduled → In Transit → Arrived → Work in Progress → Completed ↓ ↓ ↓ Cancelled Cancelled Cancelled
Frequently Asked Questions
Q: Can I manually change a job or visit status?
A: Yes, while many changes happen automatically, you can manually update statuses when needed. Some transitions may require certain conditions to be met.
Q: What happens to visits when a job is cancelled?
A: When you cancel a job, all associated scheduled visits are automatically cancelled. You'll have the option to notify assigned teams and customers.
Q: Can a job have visits with different statuses?
A: Yes, in multi-visit jobs, each visit can be at a different status. For example, one visit might be completed while another is still scheduled.
Q: How do I handle partially completed visits?
A: If a visit can't be fully completed, mark it as completed with notes about what remains, then schedule a follow-up visit for the remaining work.
Q: When should I close a job versus leaving it as paid?
A: Close jobs when you're certain no further action is needed. Keep jobs as "Paid" if you might need to reference them for warranties, follow-ups, or customer service.
Q: Can I reopen a closed or cancelled job?
A: Cancelled jobs can typically be reopened by changing the status and rescheduling visits. Closed jobs may have restrictions depending on your account settings.
Q: How do unscheduled visits affect job status?
A: Jobs with unscheduled visits typically remain in "Draft" status until at least one visit is scheduled. The presence of unscheduled visits doesn't prevent other visits from proceeding.