Create and customize your workflow statuses with name, color, order and functional role, linking each one to an automatic message on email, WhatsApp, SMS and Telegram: the foundation of repair workflow management.
From Administration > Repair statuses you can define your lab's workflow, creating custom statuses such as "Accepted", "In diagnosis" or "Ready for pickup". This is one of the first things to set up as soon as your company is created, since without configured statuses you cannot properly organize repairs in the Lab section. It is the foundation on which the entire repair workflow of a smartphone and PC repair shop is built.
Why it matters for a repair shop
A repair lab working without clear statuses quickly falls into chaos: a repair technician doesn't know if a device has already been diagnosed, a colleague at the counter doesn't know if it can be handed back to the customer, and the owner has no way to measure how long, on average, a smartphone repair or PC repair takes to move from one phase to the next. Custom repair statuses solve this by giving each stage of the workflow a name, a color and a precise position, so that anyone on the team, with a single glance at the repair list, knows exactly where every ticket stands. It is the same principle used by column-based (kanban) management systems, applied specifically to the repair world.
In practice
Every repair status has a free-text name, a background color and a text color to recognize it at a glance in lists and boards, and a position (order) within the overall workflow. Besides these visual attributes, a status can be assigned a special function from a predefined list: taken in by the customer, taken in by the shop, repair finished, device picked up, warranty repair, or intervention request. These functions let the rest of the software automatically recognize, for example, which repairs are truly complete or which are still awaiting pickup, without having to infer it from the status name alone. Each special function can be assigned to only one status per company, to avoid ambiguity.
Each status can also have an expected number of due days (used to automatically calculate the estimated delivery date in messages to the customer) and a customized notification text, linked to four independent switches for email, WhatsApp, SMS and Telegram: you can decide, channel by channel, whether a given status should notify the customer or not. When you delete or edit a status already used by existing repairs, the system shows how many repairs are currently in that status (in_use_count), so you can assess the impact of the change knowingly before confirming it.
Quick guide
- Go to Administration > Repair statuses.
- Click New status and assign a clear name (e.g. "In progress", "Waiting for parts", "Ready for pickup").
- Choose a background color and a text color to recognize the status in lists and boards.
- Set the status's position within the overall workflow.
- If the status represents a key milestone (e.g. repair finished or device picked up), assign it the corresponding special function.
- Set the expected due days, if you want the system to use them to calculate the estimated delivery date.
- Write the notification text and enable the channels you want to use: email, WhatsApp, SMS, Telegram.
- Save the status: from this point it is available for every repair in the Lab section.
Real use cases
A repair shop distinguishes in-house repairs from warranty ones by creating separate statuses with different colors (e.g. green for standard repairs, blue for warranty ones), so a single glance at the list is enough to see which tickets need different economic handling.
A lab assigns the "Repair finished" special function to the "Ready for pickup" status and the "Device picked up" function to the final "Delivered" status: this way, company statistics on average repair times and completed repairs stay consistent regardless of what staff called the intermediate statuses.
A company with many complex PC repairs creates an "Advanced diagnostics" status with a 3-day expected due date and notification only by email and Telegram, reserving SMS and tighter due dates for the "Ready for pickup" status, the most urgent one to communicate to the customer.
Tips and best practices
Set up repair statuses as the very first thing after creating the company: it is far easier to start with a clear workflow than to reorganize hundreds of already-open repairs later on. Use different colors for different phases of the workflow (e.g. yellow for waiting for parts, green for ready for pickup) so staff recognize the status at a glance without having to read the name. Always assign the special functions to the statuses that represent the workflow's key milestones, so company statistics stay reliable even as you rename statuses over time.
Common mistakes to avoid
Do not create too many nearly identical statuses: a workflow with dozens of near-duplicate statuses confuses staff more than it helps them. Do not forget to assign the "repair finished" or "device picked up" special function to the right statuses: without them, some of the software's statistics and automations may not correctly recognize completed repairs. Be careful before deleting a status already used by many repairs: always check the number of linked repairs (in_use_count) before proceeding.
Frequently asked questions
How many statuses can I create? As many as your workflow needs: you can add, edit or reorder them at any time.
Should I set up statuses right after creating the company? Yes, it's recommended to do this first: without configured statuses you cannot properly organize repairs in the Lab section.
What is the "special function" of a status for? It lets the software automatically recognize a status's role in the workflow (e.g. repair finished, device picked up, warranty repair), useful for statistics and automations that do not depend on the name chosen for the status.
Can I reorder existing statuses later? Yes, you can change the order, name or color of an already created status at any time: repairs already assigned to that status remain correctly linked.
What happens if I try to delete a status used by several repairs? The system shows how many repairs are currently in that status, so you can assess the impact before confirming the deletion.
Can I enable only some notification channels for a status? Yes, every status has four independent switches (email, WhatsApp, SMS, Telegram): you can enable only some of them depending on how important that status is to the customer.
