📅 Admin + Team

How to Use Job Statuses

Every slot has a status. Using the right status at the right time is what makes TidySlot's dashboard accurate — and keeps partners informed without any phone calls.

Statuses are TidySlot's communication layer between team members and admins. When a team member updates a status, the admin sees it immediately on the Team Calendar — no check-in messages, no "is it done?" follow-up. This only works if every team member uses statuses correctly, every day.

There are 5 statuses: Pending (default), Done, Not Applicable, Issue, and Overdue. Overdue is set automatically by TidySlot — you only need to set the other four.

1. Pending — Default, work not yet finished

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Pending

Set automatically when a slot fires · You can also keep it manually

Every slot starts as Pending when it fires. It means: "work has been assigned, but is not yet complete." You do not need to set this manually — TidySlot sets it automatically.

Leave a slot as Pending if you are mid-way through a multi-day job and will continue tomorrow. However, do not leave a slot as Pending if the same slot fires again the next day — that will create an overdue entry and duplicate confusion. In that case, use Not Applicable for the completed day.

When to use Pending

Job started but not yet finished today Will continue tomorrow with a new slot

2. Done — Work complete

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Done

Set by team member · Signals job is fully complete

Mark a slot Done when the work for that day is fully complete and there is nothing remaining for follow-up. This is the most common status you will use.

The admin sees Done slots as green on the Team Calendar. A full day of Done slots = healthy team, all work delivered.

Common CA firm examples

GST data collected from all clients ITR return filed and acknowledged Bank reconciliation complete Client documents reviewed and filed Monthly payroll processed

3. Not Applicable — No work needed today

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Not Applicable

Set by team member · Signals no work existed for this slot today

Use Not Applicable when a slot fires but there is genuinely no work to do for that specific instance. This is different from Done — Done means "work existed and I finished it." Not Applicable means "no work existed today."

When to use Not Applicable

Multi-day job finished a day early — Day 4 slot has nothing left On-demand slot fired but no client enquiries in the queue today Slot is for a client who hasn't sent documents yet this month Holiday declared after slot was set — no work possible

Important: For recurring multi-day jobs (e.g., a 4-day audit split into 4 slots), if you finish the work in 3 days, mark day 4's slot as Not Applicable. Do not leave it as Pending — that will create a false Overdue entry and confuse the admin dashboard.

4. Issue — Work blocked, comment required

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Issue

Set by team member · Comment is mandatory · Admin sees it on Team Calendar (no automatic notification)

Mark a slot as Issue when you wanted to complete the work but couldn't due to a blocker outside your control. A comment explaining the reason is mandatory when setting Issue — do not leave the comment blank.

The admin sees Issue slots highlighted on the Team Calendar. Clicking the slot opens a drawer with your comment. The admin then follows up to resolve the blocker.

When to use Issue

GST portal is down Client hasn't sent documents Waiting for senior review before filing Software not opening / error in tool Data discrepancy — need clarification

Comment is mandatory for Issue. When you mark Issue, always write a clear one-line reason: "GST portal down — retrying tomorrow" or "Client has not sent bank statement for April". The admin cannot resolve the blocker without knowing what it is.

5. Overdue — Missed and carried forward (auto-set)

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Overdue

Set automatically by TidySlot · Means a Pending slot was not resolved by day-end

TidySlot automatically marks any slot that was still Pending at the end of the day as Overdue. You do not set this manually — you see it as a counter on your My Calendar page the next morning.

Overdues are your highest priority each morning. Before starting today's new slots, click the Overdue counter on My Calendar to filter to overdue slots and clear them first.

How to clear an overdue slot

If you completed the work: mark it Done.
If it was blocked yesterday: mark it Issue with a comment.
If the work is no longer needed: mark it Not Applicable.

⚠️ Status can only be changed on the same calendar day. Once the calendar day changes, the job status is locked and cannot be updated. Make sure you mark your jobs Done, Issue, or Not Applicable before the day ends.

Do not ignore overdues. Every overdue shows on the admin's Team Calendar until it is resolved. An accumulation of overdue slots signals a team or process problem to the admin.

Quick decision guide

📋 Which status should I use? — Use this flow

Did I complete the work? → Yes → Done

Was there no work to do today? (queue empty, job finished early, client didn't send documents) → Not Applicable

Was I blocked from completing it? (portal down, waiting on someone, data missing) → Issue + write comment

Am I still working and will continue tomorrow on a new slot? → Leave as Pending for today — it will become Overdue tomorrow if not resolved

What admins see

Admins see all team members' slot statuses directly on the Team Calendar without clicking into individual slots. The status is visible on each slot tile.

Done — green tile. Work delivered. No action needed.
Not Applicable — grey tile. Expected, no concern.
Issue — red tile. Admin clicks to open the comment drawer and reads the reason. Admin follows up to resolve the blocker.
Overdue — orange tile. Admin can see which team members have accumulated overdues — a signal to check in.
Pending (same day) — yellow tile. Work may still be in progress if it is still today. Normal during work hours.