Custom Statuses

While CloudRent Pro's standard statuses (Quote, Reserved, Active, Returned) cover most workflows, you may need additional statuses to match your specific business processes. Custom statuses let you add steps like "Awaiting Payment", "On Site", or "Needs Cleaning".

When to Use Custom Statuses

Custom statuses are useful for:

• Internal workflows — Tracking steps your team needs but customers don't see

• Approval stages — "Awaiting Credit Approval", "Manager Review"

• Equipment states — "In Cleaning", "Under Repair", "Ready for Dispatch"

• Customer communication — "Contract Sent", "Awaiting Signature"

Creating a Custom Status

• Go to Settings → Rental Statuses

• Click "Add Status"

• Enter the status name

• Select a colour using the colour picker

• Set the position in the workflow (where it fits)

• Save the status

Status Configuration

✓ Required

• Name — What the status is called

• Colour — Visual identifier

○ Optional

• Description — What this status means

• Position — Order in the workflow

• Affects Availability — Whether equipment is blocked

Choosing Colours

Select colours that communicate the status meaning at a glance:

Colour	Suggested Use
Green	Positive, active, approved
Yellow/Orange	Pending, awaiting action, attention needed
Red	Problem, overdue, requires immediate action
Blue	In progress, scheduled, informational
Grey	Complete, archived, inactive
Purple	Special, VIP, quotes

💡

Tip: Don't use too many similar colours. Staff need to distinguish statuses quickly across calendars and lists.

Positioning in Workflow

Custom statuses slot into the standard workflow. Set the position to define where it appears:

Example Workflow
Quote → Awaiting Approval → Reserved → Ready for Dispatch → Active → Needs Cleaning → Returned

Position determines:

• Order in status dropdowns

• Logical next/previous status suggestions

• Filtering behaviour

Availability Settings

Each custom status can either block equipment availability or not:

Setting	Effect	Example Status
Affects Availability: Yes	Equipment blocked on calendar	"On Site", "Ready for Dispatch"
Affects Availability: No	Equipment stays available	"Awaiting Approval", "Quote Expired"

Common Custom Status Examples

Before Reserved

• Awaiting Approval — Needs manager sign-off

• Credit Check — Running credit verification

• Contract Sent — Waiting for signed contract

Between Reserved and Active

• Ready for Dispatch — Equipment prepped and loaded

• In Transit — Currently being delivered

• Awaiting Payment — Needs payment before dispatch

Between Active and Returned

• Pickup Scheduled — Collection booked

• In Transit Back — On the way back to yard

After Returned

• Needs Cleaning — Equipment being cleaned

• Under Inspection — Checking for damage

• Awaiting Final Invoice — Needs billing to close

Using Custom Statuses

Once created, custom statuses appear everywhere standard statuses do:

• Status dropdown on rental detail page

• Filter tabs on rental list

• Calendar colour coding

• Reports and dashboards

Editing Custom Statuses

• Go to Settings → Rental Statuses

• Click on the status name

• Update name, colour, or position

• Save changes

Changes apply to all existing rentals using that status.

Deleting Custom Statuses

⚠️

Warning: You can only delete a custom status if no rentals are currently using it. Reassign those rentals first.

• Reassign any rentals using the status to a different status

• Go to Settings → Rental Statuses

• Click Delete on the custom status

• Confirm deletion

ℹ️

Note: Standard statuses (Quote, Reserved, Active, Returned) cannot be deleted or renamed, only hidden from certain views.

Tips for Custom Statuses

🎯 Keep It Simple

Start with standard statuses. Only add custom ones when you have a clear workflow need.

📝 Name Clearly

Use action-oriented names that make the next step obvious. "Awaiting Payment" is clearer than "Payment Status".

📂 Train Your Team

Make sure everyone understands when to use each status. Inconsistent usage defeats the purpose.