The built-in lifecycle (drafted, submitted, approved, completed or denied) covers the big phases of a job. Custom sub-statuses let you layer your own workflow states on top, so the app describes your process in your words.
When you’d use this
Add sub-statuses when the built-in lifecycle stops matching the questions you actually ask. “Approved” tells you the client said yes; it does not tell you whether you are waiting on their assets, in revisions, or blocked on a vendor. If you have ever kept a separate spreadsheet or sticky note to track that, the sub-statuses are where it belongs. They also help a team: everyone reads the same state on the board instead of asking in chat.
Define your states
- Open the project’s status settings.
- Add the sub-statuses your work actually moves through, like awaiting assets, in revision, or client review.
- Save. Your states are now available to set on projects.
Where your states show up
Once you have sub-statuses, the app starts speaking your process everywhere it tracks status. The kanban organizes projects by your states, the status counts tally how many sit in each, and the filters let you narrow a list to a single state.
Tip: Keep your set of sub-statuses small and meaningful. A handful of clear states is easier to read at a glance than a long list.
FAQ
Do sub-statuses replace the lifecycle?
No. They sit inside it. A project is still approved or completed; the sub-status describes where it is within that phase.
Can clients see sub-statuses?
No. They are internal workflow states. Clients see the lifecycle status and any checklist you have chosen to share.
Can I use different sub-statuses for different kinds of work?
The set is workspace-wide, so keep names generic enough to fit all your project types, or prefix them when two processes need their own.
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