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Project Statuses

Project statuses help you track where each project stands in its lifecycle. This guide explains the available statuses and how to use them effectively.

Default Statuses​

Shorebird OS includes these default project statuses:

StatusColorDescription
Not StartedGrayProject created but work hasn't begun
In ProgressBlueActive work is underway
ReviewYellowWork complete, awaiting client approval
On HoldOrangeTemporarily paused
CompletedGreenAll work finished and delivered
CancelledRedProject cancelled, no longer active

Changing Project Status​

From Project View​

  1. Open the project
  2. Click the status badge
  3. Select new status from dropdown
  4. Status updates immediately

From Projects List​

  1. Find the project in the list
  2. Click the status cell
  3. Select new status

Using Keyboard​

  1. Open a project
  2. Press S to focus status
  3. Use arrow keys to select
  4. Press Enter to confirm

Status Workflow​

Projects typically move through statuses like this:

Not Started
     ↓
In Progress  ←→  On Hold
     ↓
  Review
     ↓
Completed

Common Flows​

Standard project:

Not Started → In Progress → Review → Completed

Project with delays:

Not Started → In Progress → On Hold → In Progress → Completed

Cancelled project:

Any Status → Cancelled

Status Automations​

Certain actions can trigger status changes:

TriggerResulting Status
First task marked in progressIn Progress
All tasks completedReview (configurable)
All tasks completed + approvedCompleted (configurable)

Configure Automations​

  1. Go to Settings → Projects → Automation
  2. Enable/disable automatic status changes
  3. Customize triggers
  4. Save

Custom Statuses​

Create custom statuses for your workflow:

Adding a Custom Status​

  1. Go to Settings → Projects → Statuses
  2. Click + Add Status
  3. Enter:
    • Status name
    • Color
    • Description
    • Position in workflow
  4. Save

Editing Statuses​

  1. Go to Settings → Projects → Statuses
  2. Click on a status
  3. Modify properties
  4. Save

Deleting Statuses​

  1. Go to Settings → Projects → Statuses
  2. Click the delete icon
  3. Choose how to handle projects with this status:
    • Move to another status
    • Keep (status becomes archived)
  4. Confirm
warning

You cannot delete default system statuses, but you can hide them.

Status Filtering​

Filter Projects by Status​

  1. Go to Projects
  2. Click Filter
  3. Select Status
  4. Choose one or more statuses
  5. View filtered list

Quick Filters​

Quick filter buttons appear above the project list:

  • Active — Not Started, In Progress, Review
  • On Hold — On Hold only
  • Completed — Completed, Cancelled

Saved Filters​

Save frequently used filters:

  1. Apply your filters
  2. Click Save Filter
  3. Name the filter
  4. Access from Saved Filters dropdown

Board View by Status​

The board view organizes projects by status:

  1. Go to Projects
  2. Click Board View icon
  3. Projects appear as cards in status columns
  4. Drag cards between columns to change status

Customize Board​

  • Reorder columns
  • Hide specific statuses
  • Set column limits (WIP limits)

Status Reports​

Track status distribution:

Status Summary​

  1. Go to Projects
  2. View the status breakdown chart
  3. See counts by status

Status History​

See how a project's status changed over time:

  1. Open a project
  2. Go to Activity tab
  3. Filter by Status Changes
  4. View timeline of changes

Best Practices​

Keep Statuses Updated​

  • Update status as soon as work changes
  • Don't let projects sit in wrong status
  • Review project statuses weekly

Use Consistent Definitions​

  • Document what each status means for your team
  • Train team on when to use each status
  • Be consistent across all projects

Monitor On Hold Projects​

  • Review on-hold projects regularly
  • Set reminders to check back
  • Document why projects are on hold

Close Completed Projects​

  • Don't leave finished projects in "Review"
  • Archive completed projects after wrap-up
  • Document final outcomes