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Use this guide when staff need clearer progress labels or when your facility needs to reserve bays, rooms, or equipment. This guide covers two related Operations tools:

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What you will accomplish

You will create a custom status label and add facility amenities that staff can recognize when scheduling work.

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Before you start

  • You should be signed in as a team admin or manager.
  • Write down the status labels your staff already use in conversation.
  • Write down the bays, rooms, and equipment staff may need to reserve.
  • Use short, plain names. These names appear in tables, boards, schedules, and dialogs.

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Create a custom status

Custom statuses help staff answer, “What is happening with this job right now?” Many facilities start with three labels:
  • Waiting on customer — work is paused until the owner replies
  • In the bay — the car is in a service bay right now
  • Ready for pickup — work is done and the customer can collect the vehicle
You can add more later (for example Ordering parts) once your team is comfortable with the basics.
Custom statuses page showing Waiting on customer, In the bay, and Ready for pickup status labels
Custom statuses give staff more specific progress labels than broad built-in statuses.
1

Open Custom statuses

Go to Settings > Custom statuses.
2

Click New status

Click New status.A window named New custom status opens.
New custom status window with name, description, category, auto-assign user, color, and icon choices
Create a status with a plain name, category, color, and icon.
3

Enter the status name

In Name, type the exact label staff should see.Keep it short. A good status is easy to scan on a busy day.
4

Add a description

In Description, explain when staff should use the status.Example: Work is paused until the customer responds.Why this matters: A clear description helps new staff use the status the same way as experienced staff.
5

Choose the category

In Category, choose the broad stage that best matches the status.Common choices include:
  • To Do for work that has not started.
  • In Progress for work happening now.
  • Blocked for work that is paused.
  • Done for work that is complete.
Why this matters: The category keeps reporting and work boards organized.
6

Choose Auto-assign user only if one person should always own it

Use Auto-assign user when the same teammate should be added every time this status is used.Example: if Ordering parts should always go to your parts manager, choose that person.Leave it blank if ownership changes from job to job.
7

Choose a color and icon

Pick a color and icon that make the status easy to spot.Use colors consistently. For example, orange can mean waiting, blue can mean work in progress, and green can mean ready or done.
8

Click Create

Click Create.Expected result: The new status appears in the Custom statuses table.

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Keep your status list simple

Start with a short listCreate only the labels staff will use often. Too many statuses can make boards harder to read.
Good starting statuses for many facilities:
  • Waiting on customer
  • In the bay
  • Ready for pickup

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Edit an existing custom status

Names and descriptions change as your shop learns what works. You do not need to delete and recreate a status.
1

Open Custom statuses

Go to Settings > Custom statuses.Expected result: You see your status table with Name, Category, and action buttons such as Edit.
2

Click Edit on the status

Click Edit on the row you want to change.A window opens with the same fields you used when creating the status.
3

Update the fields and save

Change the Name, Description, Category, Color, or Icon as needed.Click Save (or Update).Expected result: The table shows the new wording. Existing jobs that already used the old label keep their history.
Edit custom status dialog showing name, description, category, color, and icon fields for Waiting on customer
Use Edit when a label needs clearer wording—not when you want to remove the status entirely.
Edit vs create newIf the meaning of a status changed completely (for example you renamed In the bay to With detailer), editing is usually enough. Create a new status only when you want both labels available for a while.

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Archive a status you no longer use

When staff stop picking a label, archive it instead of deleting history.
1

Open the status row

On Settings > Custom statuses, find the status that is outdated.
2

Click Archive

Click Archive on that row (or open Edit and turn Active off, if your screen shows that option).Why this matters: Archived statuses disappear from new work but stay on old records so reports stay accurate.
3

Confirm if asked

Read the confirmation message, then confirm.Expected result: The status no longer appears when staff assign progress on new jobs. Past events and cars still show the old label in history.

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Where staff see custom statuses

Custom statuses only help when staff know where to pick them. After you create labels, show your team these spots:
1

Open Schedule in Progress view

Go to Schedule.Open Filters & settings, then choose Progress.Expected result: You see columns such as To Do, In Progress, and Done with event cards inside.
2

Practice moving one event

Drag a test event from To Do to In Progress when work starts.Why this matters: The whole team sees the same picture of what is waiting, active, and finished—without walking the lot.
Schedule Progress view showing To Do, In Progress, and Done columns with vehicle event cards
Progress view on Schedule is where many teams use custom statuses during a busy service day. See Track work in the Progress view.
Turn custom statuses on for an event typeCustom statuses apply per event type. If staff do not see your new labels on an appointment, ask an admin to review that event type under Settings > Services & schedule and enable custom statuses for it.

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Add bookable amenities

Amenities are the spaces or equipment staff may need to reserve. Examples:
  • Detail Bay 1
  • Wash Bay Large
  • Photo Room
  • Transport Trailer
Create amenity dialog on Operations settings with a name field and optional tags
Click the add card in Bookable bays, rooms & equipment. A Create amenity window opens.
1

Open Operations settings

Go to Settings > Operations.Find Bookable bays, rooms & equipment.
2

Click Create amenity

Click Create amenity.A window named Create amenity opens.Use the Name field for the name staff say out loud, such as Detail Bay 1 instead of Bay.
3

Enter the amenity name

In Name, type the space or equipment name.Use the name staff say out loud. For example, Detail Bay 1 is clearer than Bay.
4

Add tags if they help staff filter or group amenities

In Tags (optional), add helpful words such as indoor, large, wash, detailing, or photos.Tags are optional. Use them only if they make choices easier.
5

Click Save

Click Save.Expected result: The amenity appears in the table with its tags and active status.

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Where staff use amenities

Amenities matter when someone books time in a bay, room, or on equipment. After you add names staff recognize, show them how to pick the right space.
1

Create or edit an appointment

Open Schedule and follow Create an appointment—or open an existing event and click Edit Event.
2

Look for bay, room, or amenity fields

On the appointment form, find the field for Amenity, Bay, Room, or similar wording (it depends on your event type).Choose the space that matches where the work happens—for example Detail Bay 1 for a detail job.
3

Save the appointment

Save the event.Expected result: The calendar shows the visit at the right time, and other staff can see which bay is reserved. If two details are booked at once, each event should name a different bay (for example Detail Bay 1 vs Wash Bay Large).
Why clear bay names matterWhen two details are booked at once, Detail Bay 1 and Wash Bay Large prevent both jobs from landing in a vague Bay slot. Staff spend less time moving cars that were staged in the wrong place.
If you do not see a bay or room fieldThe field only appears when the event type is set up to use bookable amenities. Ask a team admin to review that event type under Settings > Services & schedule and link the right bays or rooms.

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Disable or delete an amenity

1

Use Disable when the amenity may come back

Click Disable when a bay, room, or piece of equipment is temporarily unavailable.Example: a wash bay is closed for repairs.
2

Use Delete only when the amenity should be removed

Click Delete when your team no longer needs the amenity in the list.Tip: If you are unsure, disable it instead of deleting it.

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What success looks like

  • Staff use the same short status labels on busy days (Waiting on customer, In the bay, Ready for pickup).
  • Schedule Progress view shows work moving from waiting to active to done.
  • Bays and rooms have names staff say out loud (Detail Bay 1, not Bay).
  • New hires can read status Descriptions and know when to use each label.
  • Outdated statuses are Archived instead of deleted, so history stays readable.

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Troubleshooting

A status is confusing staffEdit the status name or description. Use words your staff already use. Avoid internal shorthand unless every teammate understands it.
A status should not be used anymoreArchive the status from Settings > Custom statuses. Existing records keep their history, but staff will stop using the old label for new work.
Staff cannot find the right bay or roomCheck the amenity name first. Clear names reduce mistakes. If you have many amenities, add simple tags such as wash, detail, large, or indoor.

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What to do next

After statuses and amenities are ready: