What a lead status is
Statuses are configurable and belong to your workspace
A lead status is a configurable item that belongs to a single workspace. Each status has a name, a description, a color, a display order, a category, and an active/inactive flag. Today all statuses are lead statuses.Each status belongs to one of four fixed categories
Every status maps to exactly one of four built-in categories:- New
- In progress
- Done
- Cancelled
Category behavior
The four categories behave differently:- New — the starting point of a lead. You can have only one New status.
- In progress — a lead is being worked. You can have multiple In progress statuses.
- Done — the lead’s lifecycle has ended successfully (converted to a sale). You can have only one Done status.
- Cancelled — the lead’s lifecycle has ended without a sale (lost or abandoned). You can have only one Cancelled status.
System statuses vs. custom statuses
Some statuses are system statuses created automatically when your workspace is set up. System statuses are partially locked: certain fields can’t be changed and they can’t be deleted (see the rules below). Statuses you create yourself are custom statuses and are fully editable.Default statuses are created with your workspace
When a workspace is created, two system lead statuses are created automatically:- New — category New, blue, first in the display order, active.
- Done — category Done, green, later in the display order, active, described as “Lead converted to a sale”.
Defining and changing the status catalog
Lead statuses are managed under workspace settings, on the lead statuses screen.Who can create, update, or delete a status
- View statuses: every role can view the list of statuses — including Sales Member, Crew Leader, and Crew Member.
- Create, update, or delete a status: Only Admin can create, update, or delete statuses.
Locked fields on system statuses
When you edit a system status, the following cannot be changed: its category, its slug/identifier, and whether it’s active. You can still edit a system status’s name, description, color, and display order.Status names must be unique
Within a workspace, you can’t create two statuses that resolve to the same identifier. If you try, you’ll get an error telling you a status with that name already exists.One status per single-status category
If a category only allows a single status (New, Done, Cancelled), you can’t create a second status in that category. Attempting to do so returns an error explaining that the category does not allow multiple statuses and that one already exists.Setting and changing a lead’s status
A lead’s status is optional
A lead can have a status or no status at all. The values you can choose from are exactly the active statuses configured for your workspace.New leads default to the New status
When a lead is created, it is automatically assigned your workspace’s active New status. If there is no active New status, the lead is created without a status.Who can create a lead
Lead creation is limited to Branch Management roles: Admin, Sales Admin, Ops Manager, and Client Coordinator. A Sales Member cannot create leads.Who can change a lead’s status
Changing a lead’s status is allowed for: Admin, Ops Manager, Sales Admin, and Client Coordinator. A Sales Member cannot change a lead’s status. Crew Leader and Crew Member roles have no ability to work with leads.There is no forced transition order
You can move a lead to any of your workspace’s statuses at any time. There is no enforced state machine — for example, you can move a lead from a Done or Cancelled status back to an in-progress one. The only requirement is that the status you choose is a real, existing status in your workspace.The status picker shows active statuses, in order
When choosing a lead’s status, the picker shows only active statuses, sorted by their configured display order. Inactive statuses are hidden from selection.Deleting and deactivating statuses
System statuses cannot be deleted
System statuses can never be deleted. Attempting to delete one returns an error: “System statuses cannot be deleted.”You can’t delete a status that’s still in use
A status that still has leads assigned to it cannot be deleted. You’ll be told to reassign those leads to another status first, then delete it.Deactivating vs. deleting
Marking a custom status inactive hides it from the lead status picker and from the default-status lookup, but keeps the status and any existing lead assignments intact. This is the way to retire a status you no longer want without deleting it. System statuses cannot be made inactive (their active flag is locked), so a system status can’t be deactivated — only custom statuses can.Quick reference
- Manage the status catalog (create/update/delete statuses): Admin only.
- View statuses: every role.
- Create a lead / change a lead’s status: Admin, Ops Manager, Sales Admin, Client Coordinator. Sales Member is excluded.
- Won = Done category; Lost = Cancelled category. There is no separate won/lost label on a lead.
- No forced transition order between statuses.