Recurring Maintenance Statuses and Sub-Statuses

911 Tech uses a two-level status system for recurring maintenance reminders: main statuses and sub-statuses. This gives you flexibility in tracking where each reminder is in your workflow.

Main Statuses

Every reminder has one of four main statuses:

Note: Your administrator may have customized these status names to match your organization's workflow.

Changing Status

From Kanban View

1. Drag and drop the card to the desired status column
2. Add an optional note when prompted
3. Click Confirm

From the Reminder Details Page (ViewRmi)

1. Open the reminder by clicking on it
2. Use the Close or Re-Open buttons to change status

Status Workflow

A typical workflow might look like:

1. Open → Reminder is created automatically when maintenance is due
2. In Progress → Technician begins the maintenance work
3. On Hold → Waiting for parts or scheduling
4. In Progress → Work resumes
5. Closed → Maintenance completed

Sub-Statuses

Sub-statuses provide additional detail within each main status. They help you categorize and track reminders more precisely.

Example Sub-Statuses

• Waiting for Parts
• Scheduled for Next Week
• Needs Review
• Requires Approval
• Assigned to Vendor
• Pending Inspection

Setting a Sub-Status

From Kanban View

1. Find the card you want to update
2. Click the sub-status badge on the card
   • Shows "Set Status" if no sub-status is set
   • Shows the current sub-status name if one is set
3. Select a sub-status from the popup
4. The badge updates immediately

From the Reminder Details Page

1. Open the reminder details
2. Find the Sub-Status dropdown
3. Select a sub-status or choose "-- None --" to remove it

Removing a Sub-Status

To remove a sub-status:

1. Click the sub-status badge (Kanban) or dropdown (Details page)
2. Select -- None --

Managing Sub-Statuses (Administrators)

Administrators can create, edit, and delete sub-status options.

Accessing Sub-Status Management

1. Go to Manage > Recurring Maintenance Reminders
2. Click the Settings gear icon
3. Select Manage Sub-Statuses

Adding a Sub-Status

1. Click Add New
2. Enter the Name (e.g., "Waiting for Parts")
3. Select a Color for the badge
4. Set the Sort Order (lower numbers appear first)
5. Click Save

Editing a Sub-Status

1. Find the sub-status in the list
2. Click Edit
3. Make your changes
4. Click Save

Deleting a Sub-Status

1. Find the sub-status in the list
2. Click Delete
3. Confirm the deletion

Warning: Deleting a sub-status will remove it from any reminders that currently have it assigned.

Sub-Status Colors

Available badge colors:

• Primary (Blue)
• Secondary (Gray)
• Success (Green)
• Danger (Red)
• Warning (Yellow/Orange)
• Info (Light Blue)

Choose colors that make sense for your workflow. For example:

• Red for urgent items
• Yellow for waiting/pending
• Green for approved/ready

Best Practices

Keep Sub-Statuses Simple

Don't create too many sub-statuses. 5-10 well-chosen options are usually better than 20+ options.

Use Consistent Naming

Create a naming convention and stick to it:

• ✅ "Waiting for Parts"
• ✅ "Pending Approval"
• ❌ "parts wait"
• ❌ "APPROVAL!!!"

Review Regularly

Periodically review your sub-statuses to ensure they're still relevant and being used consistently.

Train Your Team

Make sure everyone understands what each sub-status means and when to use them.

Related Articles:

• Recurring Maintenance Overview
• Recurring Maintenance Views (List, Kanban, Calendar)
• Managing Maintenance Types